Operations Assistant

ARiA applies broad interdisciplinary expertise in acoustics, machine learning, modeling & simulation, and signal processing toward innovative science and engineering research and development for a diverse set of government and corporate clients. Partnering with government, industry, and academia, ARiA solves critical challenges.

ARiA is a small business where you can make a big difference.

ARiA: Real Research. Real World.TM

For more information, visit www.ariacoustics.com.

Position Description

ARiA is looking for a highly motivated self-starter and low-ego team player to join our team as the Operations Assistant, working at our Central Virginia headquarters. This position offers significant potential for advancement as ARiA continues our historical pattern of significant year-on-year growth. The successful candidate will be an integral part of our team, working in close coordination with members of the of the accounting, security, technical, and executive staff, and supporting our continued growth and success.

The Operations Assistant will report to the Managing Member and will support the day-to-day operations of ARiA, including:

Operations

• Monitor, schedule, and guide through completion over the contract lifecycle: (1) internal documentation and mandated filings with government agencies for onboarding and closeout of contracts and (2) electronic submission of cost vouchers/invoices prepared by the accounting staff, deliverables prepared by technical staff, periodic compliance filings, and verifications of required training
• Guide through completion and ensure timely submission of compliant proposal documents
• Manage external-facing communications (phone and email)
• Prepare filings for review in compliance with all applicable federal, state, and local rules and regulations including permits, representations, and certifications
• Assist in maintaining and updating company policies and manuals in accordance with governing rules and regulations
• Monitor and guide through completion submissions of employee travel requests and expense claims in coordination with the accounting staff, ensuring compliance with travel regulations
• Assist in monitoring and renewing insurance coverage and prepare and submit for review all associated filings
• Assist the managing member with various operational and administrative tasks, including external-facing communications, scheduling, and arranging travel

Office Management

• Hire, manage, and schedule all nontechnical (e.g., facility maintenance) vendors and service-providers
• Manage and schedule regular meetings and communications within ARiA
• Receive and process incoming and outgoing mail and shipments
• Order and track inventory of supplies
• Maintain and update inventories of ARiA assets
• Monitor and schedule registration and maintenance associated with ARiA assets

Human Resources

• Ensure compliance and timely reporting from staff for time card submissions, leave requests, and telework records
• Support ARiA’s hiring process by posting available positions and coordinating and scheduling the interview process
• Schedule and guide through completion the onboarding process for new staff including
• Benefits enrollment
• Ordering and distribution of equipment
• Distribution and documentation of completion of required training
• Assist in administration of employee benefit programs

Requirements

Applicants must be U.S. citizens and must meet eligibility requirements for access to sensitive information. Those selected for employment will be subject to a security investigation.

• Bachelor’s degree in a relevant field or equivalent professional experience
• Superb attention to detail and independent problem-solving skills
• Strong Proficiency with Microsoft Office and Google Workspace
• Excellent oral and written communication skills and professional manner
• Proven self-starter with the ability to manage multiple priorities and consistently deliver excellence in a deadline-intensive environment

Desirable Skills, Qualifications, and Experience

• Prior experience with requirements and standards for Federal and U.S. Department of Defense contracting
• Experience managing compliance with government regulations

To apply submit cover letter and resume/CV to hr@ariacoustics.com

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Relocation assistance
• Retirement plan

Schedule:

• Monday to Friday

Application Question(s):

• Applicants must be U.S. citizens and must meet eligibility requirements for access to sensitive information. Are you a U.S. citizen?
• Applicants must meet eligibility requirements for access to sensitive information including compliance with Federal drug policies (which differ from many state-level policies). Do you comply with Federal drug policies for controlled substances (including cannabis)?

Security clearance:

• Secret (Preferred)

Ability to Commute:

• Madison, VA 22727 (Required)

Work Location: In person

Salary : $50,000 - $65,000