Administrative Coordinator Contract: 6+ Months Pay rate: W2 Hourly- Eligible for medical benefits after 90 days, no other benefits Location: 1776 Wilson Blvd, Arlington, VA 22209 Key Responsibilities - Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system
- Is coordinator of project communications
- Frequently interacts with upper management on related project issues, as well as external clients
- Performs scanning and electronic filing
- Answers phones
- Greets and directs visitors
- Assembles documents (reproduction and collation)
- Performs word processing and data entry
- Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders
- Submits badging requests for building and suite level badging access
- Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required
- Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.
- Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.
- Building and maintain workflows- online tool
- Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms
- Creation of Microsoft Forms for various needs
- Reproduction of design documents, binding, shipping to clients
- Orders office supplies
- Maintains project calendar
- Arranges project-related meetings, travel and/or events. May travel with project team
- Generates or distributes ad hoc reports using various business systems and databases to internal project team
- Generates simple documents, such as letters and memos
- Generates more complex documents, such as spreadsheets, presentations, and project reports
- May coordinate collection of timesheets
- May route and track invoices
- May verify accuracy of invoices prior to approval
- Performs other general clerical duties as needed
- Individual contributor with no subordinates
Skills: Minimum Qualifications Intermediate spreadsheet and word processing skills needed. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.
Preferred Qualifications - 5+ years relevant experience preferred
- High School Diploma or equivalent preferred
Preferred Skills: - Intermediate MS Word skills
- Intermediate MS Excel and PowerPoint skills
- Intermediate MS Outlook skills
- Spelling and grammar skills
- Concentration and cognitive skills
- Initiative
- Interpersonal skills
- Attention to detail and reading comprehension
- Communication skills, including verbal and written skills
- Ethics and values
- Integrity and trust
- Ability to make decisions
- Ability to prioritize
- Problem-solving ability
- Expense Reporting Systems (Creating)
- Expense Reporting Policies and Procedures (Reviewing and approving)
- Time Reporting Systems
- Time Reporting Policies and Procedures
- PeopleSoft and Blueprint Basic Users
- Telephony and Webconferencing
- Electronic Repository Systems
- Travel Systems
- Financial Information Systems/Business Reporting System
Job Summary - Candidate must have intermediate to advanced Microsoft Suite technical skills, strong interpersonal skills, and knowledge of electronic file structures/filing. Knowledge of electronic submittal practices and SPECS Intact is also strongly preferred.
- To provide support to project team and management under minimal supervision. Incumbents have demonstrated proficiency in the project support role and are able to utilize frequent independent judgment, as needed. Possesses broad knowledge of project policies and procedures involving all phases of project execution from bid specifications through project closeout. Adapts past project knowledge to the needs of the current project with minimal direction or review needed from project management. Has regular contact with clients, suppliers, or company employees outside the immediate work area to exchange information.
- Has comfort with ambiguity and building office procedures, keeps detailed records. Creative and organized and knowledge of InDesign and Illustrator is preferred.