What are the responsibilities and job description for the Office Administrator / Office Secretary position at D. Gillette Industrial Services?
Key Responsibilities
Office Administration & Support
- Greet visitors and vendors; maintain visitor log and ensure sign-in procedures are followed.
- Manage office communications: phone calls, emails, correspondence, and meeting coordination.
- Maintain digital and physical filing systems for contracts, compliance records, and project documentation.
- Handle data entry, scanning, and document preparation with a high degree of accuracy.
- Coordinate schedules, appointments, travel, and internal meetings.
- Support general office functions including supply management and vendor coordination.
Government Contract Support
- Assist the Contract Specialist and management team with contract organization, review, and task tracking.
- Monitor government websites (SAM.gov, DIBBS, etc.) for contracting opportunities and updates.
- Prepare and maintain contract documentation such as award files, purchase orders, and compliance checklists.
- Assist in ensuring contract deliverables (reports, certifications, compliance forms) are submitted on time.
- Provide basic support for compliance with FAR/DFARS clauses, ensuring documentation is organized for audits and inspections.
- Track and help maintain records required for government programs (registrations, certifications, quality documentation).
Business Development & Technical Writing
- Support proposal development by formatting, editing, and assembling technical and administrative documents.
- Draft correspondence, meeting notes, and summaries for both internal and external stakeholders.
- Assist with the creation and maintenance of policies, procedures, and contract-related manuals.
- Contribute to the preparation of marketing and capability materials for business development purposes.
Qualifications
- Prior experience in an administrative, secretary, or office manager role (manufacturing, engineering, or government contracting environment preferred).
- Strong organizational skills with the ability to manage multiple priorities under tight deadlines.
- Excellent written and verbal communication skills, including technical writing experience.
- Familiarity with government contracting (FAR/DFARS, contract administration, compliance) is strongly preferred but not required — training provided.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Microsoft Teams and Google Workspace.
- Ability to learn and navigate government contract platforms such as SAM.gov, DIBBS, PIEE, and other DoD portals.
- Familiarity with ERP systems such as JobBOSS, M1, or other manufacturing ERP software is a plus.
- High attention to detail with a commitment to accuracy in recordkeeping and documentation.
- Professional demeanor with the ability to interface confidently with customers, partners, and internal staff.
- Discretion and integrity when handling sensitive or confidential information.
What We Offer
- Competitive salary, commensurate with experience.
- Career growth opportunities within a small but rapidly expanding company.
- Exposure to high-level government contracting, compliance, and technical documentation.
- A collaborative and supportive team environment where your contributions have a direct impact.
- Training and mentorship in government contracting systems, compliance, and technical processes.
How to Apply
Interested candidates should submit a resume and a short cover letter outlining relevant experience, particularly in administration and/or government contracting.
Job Type: Full-time
Pay: $12.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $12 - $20