Administrative Coordinator 5 (Arlington, VA)

Key Responsibilities
? Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system
? Is coordinator of project communications
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Frequently interacts with upper management on related project issues, as well as external clients
? Performs scanning and electronic filing
? Answers phones
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Greets and directs visitors
? Assembles documents (reproduction and collation)
? Performs word processing and data entry
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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
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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.
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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
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Reproduction of design documents, binding, shipping to clients
? Orders office supplies
? Maintains project calendar
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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
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Generates simple documents, such as letters and memos
? Generates more complex documents, such as spreadsheets, presentations, and project reports
? May coordinate collection of timesheets
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May route and track invoices
? May verify accuracy of invoices prior to approval
? Performs other general clerical duties as needed
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Individual contributor with no subordinates

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
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Intermediate MS Outlook skills
? Spelling and grammar skills
? Concentration and cognitive skills
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Initiative
? Interpersonal skills
? Attention to detail and reading comprehension
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Communication skills, including verbal and written skills
? Ethics and values
? Integrity and trust
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Ability to make decisions
? Ability to prioritize
? Problem-solving ability
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Expense Reporting Systems (Creating)
? Expense Reporting Policies and Procedures (Reviewing and approving)
? Time Reporting Systems
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Time Reporting Policies and Procedures
? PeopleSoft and Blueprint Basic Users
? Telephony and Webconferencing
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Electronic Repository Systems
? Travel Systems
? Financial Information Systems/Business Reporting System

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