Office Manager

Annapolis, United States | Posted on 05/28/2026

Mavenspire is an Annapolis,Maryland-based IT advisory and engineering firm. Founded in 1999, we deliverSMARTaaS — Smart People as-a-Service — combining strategy, engineering, andmanaged services to solve complex technology problems for governments, manufacturers,legal services firms, and commercial clients. We don’t just advise; we get inthe trenches and get things done.

This role is the operationalbackbone of the company. As Office Manager you will own the financialworkflows, vendor relationships, compliance obligations, and day-to-dayadministrative functions that keep the business running. You will work directlywith leadership and interact regularly with customers, distributors, andgovernment procurement portals on behalf of the company.

This is a high-trust,high-autonomy role that suits someone who is organized, proactive, andcomfortable owning multiple workstreams simultaneously without closesupervision.

What you’ll do

Financial operations

Own accounts receivable andaccounts payable end-to-end in Zoho Books, including invoicing customers,tracking payments, and following up on overdue balances.

Reconcile vendor statementsand process payments to distributors and manufacturers

Coordinate with HRmanagement platform on payroll processing, benefits administration, andemployee onboarding/offboarding.

Maintain a 13-week cashflow plan

Work with the company’s CPAon quarterly and annual tax filings.

Contracts, Compliance, andgovernment registrations

Manage the company’sSAM.gov registration and renew it annually to maintain federal contractingeligibility.

Submit monthly resellercompliance reports for multiple contracts, distributors, and partners.

Maintain the company’spresence on eMMA (Maryland’s electronic marketplace) and procurement portals.

Monitor and respond tostate and federal compliance communications in a timely manner.

Ensure paperwork andprocess is done per contract terms.

Customer and vendor operations

Generate and track customerquotes and purchase orders through Zoho Books and distributor portals.

Process customer purchaseorders and coordinate fulfillment with distributors.

Manage the company billinginbox and respond to customer and vendor inquiries.

Support government bidresponses and manage procurement portal submissions.

Ensure maintenance renewalsfor customer equipment is quoted and distributed each year.

Annual and recurringadministration

Coordinate annual benefit renewals

Manage physical mail, checkdeposits, and banking as needed.

Maintain vendor contacts,account credentials, and operational documentation.

Requirements

Required

3+ years of experienceinan office manager, operations coordinator, or similar administrative/financialrole.

Hands-on experience withaccounting or ERP software (Zoho Books, QuickBooks, or equivalent).

Demonstrated ability to ownrecurring compliance or regulatory obligations with hard deadlines.

Comfort workingindependently in a remote environment with minimal supervision.

Strong writtencommunication skills — you will represent the company externally with vendors,customers, and government agencies.

High attention to detail,especially in financial data and compliance documentation.

Preferred

Prior experience withgovernment contracting, SAM.gov, or state procurement portals (eMMA orsimilar).

Familiarity with ITdistribution or VAR business models — understanding purchase orders,distributor pricing, and deal registration is a meaningful advantage.

Experience with Insperityor another PEO/HR platform for payroll coordination.

Experience in a smallbusiness (under 25 employees) where you’ve had to own a broad scope rather thana narrow lane.

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