Staff and Office Manager

SG2 Recruiting is supporting Davis Utility Consulting in the search for a proactive, highly organized Staff and Office Manager. This role is the operational backbone of our firm, ensuring the smooth functioning of the office, the productivity of our employees, and the effectiveness of the Executive Team.

As a small, specialized firm, we need a "finisher"—someone who takes ownership of tasks from start to finish. You won’t just manage assigned tasks; you will actively identify ways to improve our productivity, enhance the visitor experience, and streamline our corporate documentation.

About the Company

Founded in 2012 by Marcus Davis, Davis Utility Consulting, LLC provides "dry" utility coordination services across Virginia, Maryland, and Washington, D.C. We assist land developers, homebuilders, municipalities, and general contractors by managing the complex design and installation of power, telecommunications, and natural gas infrastructure.

Key Responsibilities

• Executive & Administrative Support: Provide high-level support to the executive team, including calendar management and confidential correspondence.

• Contract & Document Management: Act as the central point for organizing, tracking, and maintaining corporate and project-based contracts, ensuring compliance and timely renewals.

• Event Planning & Corporate Culture: Lead the logistics for internal staff meetings, team-building retreats, holiday parties, and occasional client appreciation events.

• Office Operations & Equipment: Maintain the physical workspace, manage office supplies, and oversee essential office machinery.

• IT & Technology Coordination: Serve as the internal liaison for technology systems and external IT vendors.

• Employee Support & Onboarding: Manage HR-related administrative tasks, including new-hire logistics and benefit record-keeping.

• Accounting & Financial Support: Provide essential help with QuickBooks invoicing, expense tracking, and credit card reconciliation.

Required Skills & Experience

I. Financial and Accounting Experience

• QuickBooks (QB) Proficiency: 1–2 years of experience inputting customer/vendor invoices and posting receipts.

• A/R and Invoicing: Experience preparing and distributing monthly project invoices, including tracking reimbursable expenses.

• Expense Reconciliation: Logging and matching receipts to corporate credit card statements and coding charges accurately in Excel.

II. Contract Management & Executive Support

• Contract Administration: Proven ability to maintain a central repository of contracts (leases, vendor agreements, client MSAs). Experience tracking expiration dates, insurance certificates (COIs), and renewal deadlines.

• Executive Calendar Management: 2+ years of experience maintaining complex schedules and coordinating high-priority meetings.

• Confidentiality: Demonstrated experience handling sensitive executive and personnel information with total discretion.

III. Event Planning & Office Operations

• Event Logistics: Experience planning and executing events from start to finish, including venue sourcing, catering coordination, budget management, and RSVP tracking for team outings or client events.

• Vendor Negotiation: Experience conducting price comparisons among suppliers and negotiating terms for office services and event vendors.

• Facilities & Security: Overseeing office security controls (key cards) and managing relationships with the building landlord and maintenance.

IV. IT & Asset Management

• IT Liaison: Managing the relationship with external IT providers to resolve support tickets and ensure system stability.

• Asset Tracking: Maintaining an accurate inventory of all company hardware (laptops, monitors, mobile devices), including age and assignment logs.

V. Core Professional Competencies

• End-to-End Task Management: A "see it through" mindset where no detail is left hanging.

• Employee Onboarding: Experience setting up workstations, email accounts, and business cards for new hires to ensure a seamless first-day experience.

• Proactive Problem Solving: The ability to identify a bottleneck in office productivity and implement a solution without being asked.