IT/Security company in Reston, VA seeking an Office Coordinator/Administrative Assistant for on-site work, 9am-3pm.
Hours/Schedule: 30 hours/week, M-F 9am-3pm
Job Type: Contract to Hire
Location Requirements: On-site in Reston, VA
Rate: $30-35/hour
Job Description: This position provides a unique opportunity for an organized, detail oriented, hands-on individual to take ownership of the corporate office environment operations and serve as key administrative support. The person in this role will be a fundamental part of ensuring that our office operations run smoothly and successfully every day. We are seeking an individual to organize and conduct scheduling activities, welcome guests and employees, in person and over the phone, ensure the office is equipped and resourced with the supplies, support the shared service functions (Finance, HR, Contracts, Business Development, et al) with an administrative tasks and deliverables, and assist with myriad administrative functions.
Responsibilities:
- Liaison with Landlord and receive/transmit service requests utilizing the landlords Building Engines platform. Receive and forward landlord building announcements, as appropriate.
- Plan and coordinate corporate sponsored events for employees, Board Members, and other guests both on-site and off-site.
- Manage Reception: receive in-person guests, phone calls, and receive/respond to voice messages; escort visitors and manage visitor experience.
- Meeting preparation: schedule/calendar meetings for others or groups; facilitate brainstorm meetings to capture meeting content and produce the associated PowerPoint presentations; and attend meetings to take and produce minutes.
- Make travel arrangements and assist with preparation and submission of expense claims.
- Manage Printer vendor relationships and processes for all printed materials.
- Manage shipping and receiving: prepare shipping labels; assist in packaging; ensure pickup and/or delivery. Drop off and collect mail from the mail room and distribute to staff.
- Annually review and update the policy and procedures relating to office management
- Word processing and graphics support for proposals, forms creation, marketing materials, etc.
- Assist in maintaining Intranet content.
- Manage document flow and associated document retention/document disposal supporting the functional teams. Assist Functional Team POCs with document tracking, document flow and document retention protocol, update retention protocol, and annually update the policy and procedure.
- Provide administrative assistance for the Executive Leadership, Human Resources, Marketing, Contracts and Business Development teams.
- Occasional local travel will be required, as needed to set up for off-site meetings, USPS and other shipping, and for other special circumstances.
- Provide administrative support to the Finance team, including monthly credit card reconciliations, financial data entry, and other tasks as assigned.
- Take ownership of corporate office to ensure all public spaces remain tidy and stocked with basic supplies. Order and maintain supply inventory in accordance with approved parameters. Source supplies within context of cost effectiveness and environmental sensitivity.
- Other duties as assigned.
Basic Qualifications:
- High school diploma and 5 years of relevant administrative work experience
- 2 years of experience with Microsoft 365 (Microsoft Word, Excel, PowerPoint, Teams)
- 2 years of experience creating and/or using/updating documents, spreadsheet and databases
- Must be able to lift and carry 25 pounds and climb a step stool for access to supplies.
Preferred Qualifications:
- Must be capable of making independent decisions within established guidelines regarding planning, organizing, and the scheduling work
- Must be able to handle matters requiring discretionary judgment and confidentiality
Professional-level verbal and written communication skills - Excellent command of the English language and able to proofread/edit documents
- Must be organized with an attention to detail
- Ability to multi-task across several strategic priorities with deadlines and the expectation of excellent results.
- A proactive approach to problem-solving with strong decision-making skills.
- Must have reliable transportation to fulfill the duties of this position
- Prior experience supporting a corporate, executive office preferred
- BA/BS or higher preferred
FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.
