Administrative Coordinator 5
Job Summary: Talent Software Services is in search of an Administrative Coordinator for a contract position in Arlington, VA. The opportunity will be six months with a strong chance for a long-term extension.
Primary Responsibilities/Accountabilities: - Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system.
- Coordinates project communications.
- Frequently interacts with upper management on related project issues, as well as external clients.
- Performs scanning and electronic filing.
- Answers phones and greets/directs visitors.
- Assembles documents through reproduction and collation.
- Performs word processing and data entry.
- Tracks, logs, and follows up on real estate and facility needs utilizing a tracking system and communicates updates to appropriate stakeholders.
- Submits badging requests for building and suite level access.
- Updates floorplans and wayfinding for professionals as they hire and leave the organization, requiring attention to detail.
- Owns and manages regional office spreadsheet and security requirements status for each regional office, requiring communication with office leads/admins and teams.
- Plans events for projects and department teams, including ordering food, reserving rooms, setting up training, and tracking team building events.
- Builds and maintains workflows using online tools.
- Creates posters and updates monthly slide shows showcasing announcements, birthdays/anniversaries, and new hires using InDesign/Illustrator or other creative platforms.
- Creates Microsoft Forms for various needs.
- Reproduces design documents, binding, and shipping to clients.
- Orders office supplies.
- Maintains project calendar and arranges project-related meetings, travel, and/or events, and may travel with the project team.
- Generates or distributes ad hoc reports using various business systems and databases to the internal project team.
- Generates simple documents, such as letters and memos, and more complex documents, such as spreadsheets, presentations, and project reports.
- May coordinate collection of timesheets and route/track invoices, verifying accuracy prior to approval.
- Performs other general clerical duties as needed.
Qualifications: - Intermediate spreadsheet and word processing skills needed.
- All applicants must be able to complete pre-employment onboarding requirements, which may include criminal/civil background check, drug screen, and motor vehicle records search, in compliance with applicable laws and regulations.
Preferred: - 5 years of relevant experience preferred.
- High School Diploma or equivalent preferred.
- Intermediate MS Word, Excel, PowerPoint, and Outlook skills.
- Strong spelling and grammar skills.
- Excellent concentration and cognitive skills.
- Initiative and strong interpersonal skills.
- Attention to detail and reading comprehension.
- Strong communication skills, including verbal and written skills.
- Ethics, values, integrity, and trust.
- Ability to make decisions, prioritize, and solve problems.
- Experience with Expense Reporting Systems and Policies, Time Reporting Systems and Policies, PeopleSoft, Blueprint, Telephony, Webconferencing, Electronic Repository Systems, Travel Systems, and Financial Information Systems/Business Reporting System.
If this job is a match for your background, we would be honored to receive your application.
Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk.