Office Manager

Fathom5 is a defense technology company building Brilliant Machines™. We are headquartered in Austin, Texas with teams in Austin, Texas; Cody, Wyoming; and Washington D.C.

Our Company was launched in 2018 and has achieved uninterrupted growth for six consecutive years. Underpinning this growth is a talented and hard-working Finance & Administration department that oversees all aspects of running the business. These duties include accounting, human resources, information technology, and operations. We are hiring for an energetic, detail-oriented Office Manager to support this team.

This job is right for you if you love a dynamic environment, dealing with lots of diverse and interesting people, getting the details right, and solving hard problems. Key to your success in this role is a desire to be around people, in the office. We support focus days, out of the office, on a case-by-case basis, but this is an in-office position.

This new team member will have the following focus areas:

· Support operational tasks in office management, real estate planning, and communications

· Execute day-to-day Human Resources coordination under the guidance of our HR Manager

· Serve as the Assistant Facility Security Officer supporting day-to-day administration of our workforce providing classified national security solutions.

Our new Office Manager will report to the Fathom5 Director of Finance & Administration, who has 30 years’ experience as a Certified Public Accountant and leadership across multiple business sectors. We are a learning organization, focused on the development of our teammates. Therefore, our Director of Finance & Administration will build a tailored professional growth plan for each member of her team and new challenges will present frequent opportunities for our Office Manager to learn additional skills and take on greater responsibilities.

The Fathom5 Office Manager will support broad responsibilities on the Finance & Administration team to

• · Manage shared office resources and lead projects to improve office morale and productivity
• · Support real estate planning for maximizing space and future growth
• · Schedule building maintenance when issues arise, and maintain relationships with landlords, subcontractors, and repair technicians
• · Collaborate on writing and implementing official policies that are scalable, compliant, and reflective of Fathom5’s Core Values
• · Participate in communicating information about Fathom5 to inbound inquiries
• · Support the development of technology communities of practice in the Austin, Texas region through event support to various meetups and startup engagements

The Fathom5 Office Manager’s primary HR focus will involve supporting the Human Resources Manager with the following:

• · Collaborate with hiring managers to create position descriptions, provide initial candidate screening, and act as the primary point of contact for candidates throughout the interview and onboarding process
• · Maintain a tracker of HR issues referred for expert outside support
• · Lead or assist with orientation sessions that set the groundwork for new hire success
• · Follow checklists to keep a meticulous record of personnel files
• · Function as the Company’s internal benefits administrator and field benefits questions for team members

The Fathom5 Office Manager will report to theFathom5 Facility Security Officer for the following tasks:

• Assist in managing our internal Facility Clearance (FCL) by meeting contractual obligations, ensuring compliance, and developing policies to support these requirements
• Periodic review and self-inspections to ensure readiness for government security assessments
• Support employees with obtaining and maintaining necessary clearances; assist with Common Access Cards as needed
• Send and track visit requests for cleared employees to interact with other organizations in classified meetings

The Fathom5 Office Manager position requires:

• · Clear and effective communication – Written and oral communication skills sufficient to accurately convey detailed information to both internal and external audiences.
• · Quick learning and problem-solving – The ability and desire to learn new skills and then swiftly enact effective processes and solutions.
• · Empathy – This is a people-focused role, and the ability to empathize and understand the needs and desires of current and prospective team members is essential.
• · Initiative – The desire to lead by example through hard work, dedication to completing a task, and the self-reliance to figure out how a new requirement might be addressed.
• · Team-first mentality – The ability and desire to work in a team environment.
• · Startup Stamina – Fathom5 is changing the world at the intersection of industrial systems and advanced software. Sometimes changing the world requires long hours and medical clearance for light labor, as well as occasional travel.

Qualifications

• · The candidate must have the desire and ability to obtain a DoD security clearance. Fathom5 will provide training to fulfill Assistant FSO requirements.
• · BS/BA from an accredited university preferred. Liberal arts degrees with a strong emphasis on reading/writing are ideal. High school education with 4+ years in a professional office environment acceptable.
• · 2-3 years of Office Management or Human Resources experience preferred. Work history should demonstrate experience in planning, organizing, and completing assignments, being a self-starter, collaborating to prioritize projects, and being a hard worker.
• · Strong written, verbal, and interpersonal communication skills will be demonstrated in the job screening process through writing samples, Excel proficiency examples, and oral interviews.

Ultimately, a top-tier Office Manager tracks deadlines, deliverables, and compliance needs and prioritizes their tasking based on risk, deadline, and workload. They are effusive and punctual and enjoy a diverse set of tasks. This is a leadership position where your ideas and experience will streamline operations and make Fathom5 a better company.