Office Manager

Description

VGSis looking for an Office Manager to join team! The Office Manager is responsible for executing procurement and subcontracting activities in support of government contracts, ensuring compliance with Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and company policies. The Office Manager will manage the acquisition of supplies, services, and equipment, from requisition review to closeout, while promoting small and diverse business participation. This position requires extensive communication skills plus the understanding of numerous mechanical and structural systems (HVAC, Electrical, Plumbing, Structural, Carpentry, etc.) in a hospital environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Review all purchase requisitions for completeness and accuracy; obtain competitive quotes and document information in the associated procurement files.
• Document source and price justifications for all procurement actions in accordance with procurement procedures as required and regulatory requirements.
• Process quotes received from managers or technical departments.
• Receive, prepare, or verify documents received by the Procurement department.
• Create, track, edit, close, and file purchase orders.
• Expedite delivery/performance and maintain document files.
• Place orders with vendors and subcontractors in compliance with established agreements and regulations.
• Create part numbers and maintain the inventory system database accurately.
• Search and compile information on parts, supplies, and vendors.
• Inform management of unit prices, shipping dates, anticipated delays, and other pertinent procurement data.
• Assist other department personnel with subcontract administration and compliance
• Compile statistics and various reports for management as requested.
• Maintain parts budget and provide regular updates and relevant information to management.
• Understand and actively support the requirement to promote programs, such as Small Business, Small Disadvantaged Business, HUBZone, Veteran-Owned, and Woman-Owned Small Business by targeting business opportunities with such companies.
• Negotiate and administer purchase orders for supplies and services in accordance with Public Law, FAR/DFARS and internal procurement policy and procedures.
• Conduct price comparisons and cost/price analysis for parts purchase orders and service orders.
• Assist with inventory audits & reconciliation.
• Check inventory control and notify stock control departments of orders that could potentially deplete stock or impact operational readiness.
• Manage parts and material spending budget and notifies manager when approaching monthly budget limits.
• Close out completed Procurement files and process them in accordance with established Records Retention Procedures.
• Select vendors and order services to meet Valiant’s contractual requirements.
• Certify receipt of materials and services and facilitate the payment of invoices through coordination and accounting.
• Respond to routine inquires by phone, correspondence, or in person from internal stakeholders, government representatives, and vendors.
• Communicate with corporate office, accounting, and other relevant departments regarding procurement department activities.
• Maintain vendor files, to include accounting forms, representations and certifications and certificate of insurance.
• Aid in the preparation of the scope of work (SOW) for various types of construction or repair, projects.
• Assist in the preparation of Pre-Construction Risk Assessment (PCRA), ILSM, ICRA, submittals, documentation, and ensure implementation of Interim Life Safety Measures (ILSM) during renovation projects.
• Ensure the contractors and/or in-house staff are following Infectious Control Risk Assessment (ICRA) policies and procedures during the renovations.
• Ensure that the subcontractor has proper qualifications, license and certifications for the job task.
• Ensure subcontractor acquired permits prior to the commencement of any project, and that project meets Federal, State and Local codes requirements.
• Ensure that subcontractor has coordinated with the Site Safety Officer and completed all required Activity Hazard Analysis (AHA), safety training, Pre-task Plans, etc.
• Monitor work progress to be completed in timely and per schedule, update management staff on progress or delays, coordinate the project work consulting with hospital staff in the areas of work to minimize the disruption of hospital operations, and having to work after hours or weekends.
• Coordinate with Service Order Manager (SOM) to verify that all labor, parts, and material costs align with DMLSS entries.
• Provide system oversight for the DMLSS/LogiCole database, performing routine inspections to ensure 100% accuracy between physical work performed and digital records.
• Maintain and file Joint Commission documentation.
• Operate standard office equipment (e.g. fax, copier, computer, and phone).
• Manage the smooth functioning of the office, including scheduling, supplies, and facility maintenance.
• Ensure all office equipment is operational and serviced as needed.
• Supervise administrative staff and delegate tasks effectively.
• Maintain organized filing systems (digital and physical) for easy retrieval of information.
• Prepare and monitor office budgets, expense reports, and vendor invoices.
• Negotiate with suppliers to ensure cost-effective purchasing.
• Assist with onboarding new employees, including workspace setup and orientation.
• Maintain employee records and coordinate training schedules.
• Serve as the primary point of contact for internal teams, clients, and vendors.
• Draft and distribute internal communications, memos, and announcements.
• Ensure office policies and procedures are up to date and followed.
• Support compliance with health, safety, and security regulations.
• Other duties as assigned.

Qualifications

CLEARANCE REQUIREMENTS: Must pass a background check for military installation access.

EDUCATION REQUIREMENTS: High school diploma/GED or higher education.

REQUIRED QUALIFICATIONS:

• 5+ years' of relevant experience, and knowledge of requirements for work in a hospital environment.
• 2+ years' experience using Microsoft Office products, especially MS Excel and MSWord.
• Experience with DMLSS (Defense Medical Logistics Standard Support) system is desirable.
• Working knowledge and familiarity with current Joint Commission standards for either healthcare or ambulatory healthcare occupancies, as required, by the work site is desirable.
• Working knowledge and familiarity with current National Fire protection Codes and Standards for medical facilities is desirable.
• Working knowledge and familiarity with current OSHA requirements for medical facilities is desirable.
• Ability to read and understand architectural, mechanical drawings, and manufacturer's submittals and literature.
• Must have a current valid driver's license.
• Be able to pass and maintain a Department of Defense background investigation.

PHYSICAL REQUIREMENTS:

• Physical requirements may include, but are not limited to, lifting, ascending, and descending stairs, climbing, extended sitting or standing, to various degrees. This job will primarily be in an Office Setting.
• Work is performed indoors and outdoors in extreme temperatures ranging from 10°F to 120°F.
• Performed in environments with exposure to hazardous/high-pressure gases, hot liquids, and excessive temperatures.
• Required to wear personal protective equipment (PPE) and respirators when working with hazardous chemicals or gases.

Valiant Government Services is an employer who hires in accordance with applicable state and federal law. All qualified applicants will receive consideration for employment in compliance with those laws.