Office Administrator

Role Overview

• Support client stakeholders in coordinating and assisting in the accomplishment of administrative and operational issues, processes, and business needs.
• Represent the client by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
• Forward assignments to appropriate staff members.
• Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
• Maintain calendars and schedule meetings, both internally and externally, and speaking engagements.
• Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for direct reports and other FO staff.
• Serve as the Travel Arranger for individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the F/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Assist in data entry for annual performance evaluations of staff via ePerformance software system.
• Guide the procurement of office supplies via Ariba.
• Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
• Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors and others, as appropriate.
• Run occasional errands for passport and visa related material as well as photocopying and faxing documents.
• Track travel and office expenses.
• Make repair, cleaning, and physical maintenance requests, as necessary.
• Provide escort to building support staff (e.g. Janitorial, etc.), as appropriate.
• Maintain business contact lists (e.g. by scanning business cards and maintaining database of contacts).
• Assist in developing and maintaining the SharePoint website.
• Proofread and properly format papers in accordance with pre-determined style submitted for FO review.
• Other Duties as assigned.

Requirements

• At least three (3) years of executive level office management experience.
• High working knowledge of E2 Solutions and travel regulations.
• Secret Clearance is required.
• Must be able to pass a background check.
• May require additional background checks as required by projects and/or clients at any time during employment.
• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

Benefits

• Medical, Dental and Vision Insurance
• Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off