Office Management Specialist II

Overview

Nakupuna Federal is seeking an Office Management Specialist II to support a DoS client. The Office Management Specialist (OMS) II position provides comprehensive administrative and operational support to senior leadership and office staff. The individual ensures the smooth coordination of daily activities, including scheduling, meeting logistics, travel arrangements, communications management, and office operations. This role requires close coordination with internal and external stakeholders and supports process efficiency through documentation maintenance, policy compliance, and system organization.

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Maintain and coordinate senior management’s calendars and office schedules.
• Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed. Responsibilities also include reserving meeting rooms, setting up technical requirements, and inviting participants, as required.
• Arrange travel for senior management and assist office staff with travel planning, ensuring timeliness and accuracy. Support travelers with the submission of travel vouchers at the conclusion of each trip. Emphasis is placed on ensuring all travel complies with the Federal Travel Regulation (FTR), including passport application submission, country clearance (eCC) processing, and securing travel visas when required.
• Screen telephone calls, visitors, and incoming correspondence.
• Handle all tasks required to arrange service calls related to administrative, logistical, and IT support.
• Request office supplies, monitor inventory, and coordinate maintenance and repair of office equipment.
• Ensure timely action by relevant managers and staff on items requiring the Director’s attention.
• Organize representational events both within the department and externally. Prepare guest lists, escort VIP guests, reserve meeting rooms, and coordinate guest escort with staff members, as needed.
• Maintain and update standard operating procedures (SOPs) in accordance with organizational requirements.
• Maintain all electronic and paper files, ensuring the office SharePoint site and filing system are organized and functional.
• Advise and assist other staff members to promote understanding and compliance with established SOPs, seeking guidance from senior management when necessary.
• Serve as timekeeper for U.S. Direct Hire staff, coordinating with supervisors and maintaining records in compliance with applicable policy.

Qualifications

Skills/Qualifications: The ideal candidate will possess strong administrative and customer service skills with the ability to manage competing priorities in a dynamic environment. They should demonstrate proficiency in Microsoft Office and be able to quickly learn about internal systems and databases. Effective communication, both verbal and written, is essential, as is the ability to interact with various stakeholders professionally. Preferred qualifications include familiarity with the Federal Travel Regulation, travel systems, and a basic understanding of foreign policy and international institutions. 

 

Education and Experience:

• High school diploma required.
• A minimum of three (3) years of administrative, office management, or relevant experience.

Clearance Requirement: Secret clearance with the ability to obtain TS and TS/SCI required. Must be a U.S. citizen. 

 

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $85,000 to $95,000 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies' total compensation package for employees.