Office Coordinator | 5-days Onsite in Arlington, VA | $25 - $30/hr | 4.5 month Contract

Job Description

The Office Coordinator plays a crucial role in ensuring the smooth and efficient functioning of the office. This individual will serve as the first point of contact for clients and visitors, providing a professional and welcoming experience. The Office Coordinator will be responsible for managing daily office operations, performing administrative tasks, handling financial processes, overseeing facilities, and assisting with security protocols. Additionally, this role will support the HR team with onboarding and offboarding processes and assist with event planning for company-hosted events.

Responsibilities

• Supporting office operations: Ensure the smooth operation of the front office by managing resources and procedures efficiently.
• Provide a friendly and professional welcome as the first point of contact for clients and visitors.
• Ensure all clients and visitors have been pre-registered in the new visitor management system.
• Conduct quality checks around the office to ensure a high standard of maintenance and organization.
• Administrative Tasks: Monitor phone calls/voicemail messages, respond to emails and direct inquiries to the appropriate individual or department.
• Perform various clerical duties such as photocopying, mail distribution, handling large packages via FedEx/UPS, restocking kitchen, and managing office supplies.
• Coordinate and schedule appointments for staff as needed.
• Assist in ad hoc projects as needed or requested.
• Finance/Accounting: Handle billing by reviewing and submitting invoices for processing.
• Maintain relationships with local vendors (office supplies, snacks, coffee, building management, etc.).
• Make banking deposits and any ad hoc requests by the finance team.
• Facilities: Ensure the facility is kept in excellent condition and align with our policies.
• Contact the appropriate point of contact for security, maintenance, etc. when needed.
• Order catering and groceries for daily office lunches, visitors, and general office consumption.
• Security: Provide back-up support to the Director of Security.
• Work collaboratively with office security to ensure colleagues and visitors comply with security-related policies.
• Assist with opening and closing secured meeting spaces.
• Human Resources: Assist HR team by processing new hire equipment, day one tours, office setup, and welcome swag.
• Assist HR team by ensuring all equipment and company assets are returned on a timely basis.
• Events planning: Assist with the coordination of company events hosted in the office, including on-site client visits, team and department-related meetings, celebrations, happy hours, and VIP meetings.

Essential Skills

• 2-3 years of experience in office administration/executive support.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Google Workspace and/or Microsoft Suite.
• Familiarity with basic accounting principles and experience handling invoices and vendor relations.
• Ability to manage multiple priorities and work under pressure.
• Ability to handle sensitive information with discretion.
• Degree not required but preferable.
• U.S. Citizenship required.
• A positive, professional, and proactive attitude.
• Flexibility to assist with various tasks as needed.
• Ability to work collaboratively with a diverse team.
• Adherence to financial policies and parameters.
• Punctuality is a must.

Additional Skills & Qualifications

• Bachelor's degree preferred but not required.
• Experience with Google Suites.
• Open to HR admins.