Senior Office Manager

Clarity Innovations is a trusted national security partner, dedicated to safeguarding our nation's interests and delivering innovative solutions that empower the Intelligence Community (IC) and Department of Defense (DoD) to transform data into actionable intelligence, ensuring mission success in an evolving world.

Our mission-first software and data engineering platform modernizes data operations, utilizing advanced workflows, CI/CD, and secure DevSecOps practices. We focus on challenges in Information Warfare, Cyber Operations, Operational Security, and Data Structuring, enabling end-to-end solutions that drive operational impact.

We are committed to delivering cutting-edge tools and capabilities that address the most complex national security challenges, empowering our partners to stay ahead of emerging threats and ensuring the success of their critical missions. At Clarity, we are people-focused and set on being a destination employer for top talent, offering an environment where innovation thrives, careers grow, and individuals are valued. Join us as we continue to lead innovation and tackle the most pressing challenges in national security.

Position Overview

The Herndon Office Manager is responsible for assisting in efficiently operating the company's Herndon location, ensuring a safe, functional, and productive work environment. This role is required to be onsite 100% of the time, and reports directly to Clarity's Vice President of Operations.

Key Responsibilities

• Facilities Management
• Oversee daily operations of Herndon office, including maintenance, cleaning, and security to ensure an efficient, organized, and productive work environment. Maintain 8am-4pm coverage, Monday thru Friday.
• Monitor the office phone line. Answer calls, take messages and route them to the appropriate department or POC.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate facilities needs including maintenance, security, and space planning.
• Handle mail, shipping, and general office communications.
• Ensure compliance with workplace safety regulations and secure facility standards. Maintain a clean and orderly work environment.
• Assist vendor relationships for facility services (e.g., janitorial, landlords, etc).
• Provide input to planning and assist in the execution of office space layouts to optimize workflow and employee comfort.
• Support event planning and setup for company meetings, training sessions, partner meetings or client visits. Order, setup and clean up lunches or other meals as directed.
• Assist in budget preparation for facilities, inventory, and shipping expenses.
• Respond to employee inquiries regarding facilities and resource availability.
• Collaborate with IT and security teams to ensure facilities support secure operations.
• Inventory Management
• Maintain accurate records of office supplies, equipment, and technology assets using in-house inventory tracking programs.
• Conduct regular inventory audits to ensure stock levels meet operational demands.
• Order and restock supplies, negotiating with suppliers to secure cost-effective solutions. Annually review high-cost spend items and seek new vendors or solutions.
• Implement inventory tracking systems to prevent loss and ensure accountability. Track and account for all office items with a value greater than $500.
• Procure office supplies, drinks and snacks from local stores. Establish monthly consumable spend and provide quarterly forecasts.
• Shipping and Logistics
• Coordinate inbound and outbound shipments of equipment, components, and sensitive materials.
• Ensure proper packaging and labeling of shipments, adhering to cybersecurity and regulatory standards.
• Liaise with shipping carriers to schedule deliveries and resolve logistical issues.
• Track shipments and maintain records for auditing and compliance purposes.

Qualifications

• Bachelor's degree in business administration, facilities management, or related field (or equivalent experience).
• 2+ years of experience in facilities coordination, inventory management, or logistics.
• Strong organizational skills with attention to detail.
• Proficiency in inventory management software and Microsoft Office Suite.
• Excellent communication and problem-solving skills.

Work Environment

• Full-time position based at the company's Herndon office.
• Occasional lifting of inventory items (up to 50 lbs) and site inspections.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.