Office Support Lead

Job Description:

The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.

The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.

Required Skills and Experiences:

• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team

MAJOR AREAS OF ACCOUNTABILITY

% WEIGHTING

WHAT NEEDS TO BE DELIVERED

WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED

Office Operations Management

40%

Manages timesheet queries and overtime booking compliance

Managing Office Administrators to ensure smooth day-to-day running of the office

Manage office layout, desks, and meeting rooms, ensuring the office is being used effectively

Ensure health and safety requirements are being followed in the office

Manage mail and deliveries to and from the office

Oversee the creation and maintenance of digital and physical filing systems

Office runs smoothly with minimal disruptions; compliance with policies

Timesheets submitted accurately on time and clear guidance is given when issues arise

Employee and visitor feedback reflects a positive office environment

Desk bookings and meeting rooms are used efficiently with minimal clashes and the office layout supports a productive working environment

Regular checks of first aid and emergency equipment are completed

Mail is processed accurately and delivered without delays

Documents are stored securely in compliance with privacy, legal, and company requirements

Staff Coordination and Support

30%

Coordinates employee engagement activities- Comms, Town Halls, events, meetings, other activities as required

Manages bookings of travel, medicals, scheduling of ASC related activities

Provides day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters

Support new employee onboarding such as desk setup

Positive feedback from staff; timely resolution of issues

Engagement activities are delivered on-time with strong attendance

Travel bookings, medical appointments, and ASC schedule requirements are coordinated accurately and in advance

Information flows effectively between teams, ensuring everyone has what they need to deliver program outcomes

Desk setups are completed ahead of start dates, with clear coordination between IT, Security, and People & Culture

Resource and Vendor Management

20%

Manages the ordering of goods, materials, supplies etc- tooling, PPE for existing staff and forward planning for new staff

Negotiate contracts with vendors and providers to ensure adherence to budgets

Manage relationships with vendors e.g. cleaners, catering, stationery

Track invoices and review invoices for accuracy prior to approval

Process invoices, purchase orders, and expense reimbursements

Cost-effective procurement; accurate record-keeping

Goods, materials, tooling, and PPE are consistently available when needed, with no delays to operations

Supplier agreements align with organisational policies, risk standards, and budget parameters

Vendor relationships are professional, collaborative, and produce consistent service quality

Errors or discrepancies are identified quickly and resolved effectively with vendors

All purchasing and reimbursement transactions are processed accurately and in line with policy

Reporting and Administration

10%

Supports branch with administrative duties

Prepare reports, correspondence and documentation as require

Provide administrative support to SSN Sustainment leadership and team

Oversee management of calendars, meeting bookings and meeting minutes

Reports delivered on time; accurate documentation

Administrative tasks are completed accurately, on time, and with minimal need for follow‑up

Information provided is accurate, up to date, and tailored for the intended audience

Requests from the SSN Sustainment team are actioned promptly, with clear communication on progress or outcomes

Meetings are organised promptly with all logistics arranged

Degree Requirements:

• Certificate or Diploma in Business Administration or equivalent experience

• Must be a U.S. citizen with a Secret Level Security Clearance