Washington, DC
Who Staffing is looking for an Office Coordinator for a full-time, direct hire opportunity with our client in Washington, DC.
Job Summary:
The Office Coordinator, as an integral part of the team, will work closely with the Director of Operations to oversee the daily administration and operations of the DC and Baltimore offices. Responsibilities include coordinating with a wide variety of tasks that impact business administration, operations, information technology, marketing, and human resources. The Office Coordinator will also work closely with the Core Services Team to plan end execute internal and external events. The role will interface regularly with the president, partners, and other employees, as well as clients and vendors.
The Office Coordinator will regularly report to the Washington, DC office four (4) days per week from 8am – 6pm. In addition, the Office Coordinator will be required to visit the Baltimore, MD office on an as-needed basis to support the responsibilities of the role.
Key Accountabilities:
Business Administration – 60%
• Answer telephone calls and emails from clients and vendors and direct them to relevant staff
• Greet and direct visitors upon arrival, and be available to report to the office to facilitate meetings all days of the week as needed
• Review employee timesheets for accuracy and process approvals
• Coordinate with engineers and vendors to maintain ongoing calendar of technical trainings (LNLs), manage scheduling, and work with vendors to coordinate attendance and lunch orders, etc.
• Create and manage firm calendar, including but not limited to team trainings, outings, interviews, internal and external meetings and events
• Coordinate and book travel for employees
• Maintain office inventory list for DC and Baltimore offices, monitor supplies, and reorder and restock as necessary
• Manage incoming and outgoing mail, including receiving and distributing deliveries, and preparing and mailing packages
• Maintain an organized and clean office environment to support efficiency and focus for all team members
o Ensure support spaces are adequately organized and maintained (supply cabinets, storage closets, etc.)
o Tidy common areas daily and clean up after meetings (pantry, conference rooms, etc.)
o Maintain pantry (load/unload dishwasher, make coffee and clean pot, coordinate fridge cleanouts, stock beverage fridge, etc.)
• Coordinate meal orders for internal and external meetings as requested
• Assist in coordinating contact between building management and client, facilitating related landlord and employee requests, including maintenance issues
• Coordinate the printing and delivery documents and drawings, handle courier arrangements, etc.
• Process certificate of insurance requests and maintain COI files for clients and consultants
• Assist with applying for and maintaining company licenses, certifications, and vendor accounts
• Coordinate applications for new licenses and maintain engineer license records
• Track and maintain engineer PDH credit certificates and ensure requirements are met for all license renewals
• Assist with office IT issues, including troubleshooting problems with common equipment, creating and tracking tickets with IT support, and escalating emergency issues to third-party providers as appropriate
• Assist with data entry, research, special projects and other tasks as necessary to support office operations
Events – 20%
• Coordinate with Core Services team to execute a variety of internal and events, including but not limited to:
o Small-to-medium company events such as team lunches and dinners, trainings, meals and meetings, happy hours, and bi-monthly team outings
o Large scale events such as annual holiday dinner, leadership retreat, and preferred client retreat
o Attend events as required to ensure proper execution
Human Resources – 10%
• Assist with tracking adherence to company policies and procedures
• Coordinate electronic greeting cards and gifts as appropriate for employee birthdays, anniversaries, and life events
• Work with Director of Human Resources on special projects and other tasks as necessary to support human resources policies and initiatives
Marketing – 10%
• Log attendance and process certificates for external client presentations
• Prepare materials and collateral for marketing events and client meetings as requested
• Assist marketing team with CRM data entry
• Work with the marketing team on special projects and other tasks as necessary to support marketing initiatives
General:
• Understand firm’s mission, goals, and values and actively work towards them
• Take a personable approach to provide curated solutions to meet client needs and expectations
• Show dedication, effort, and initiative
• Complete tasks on schedule with proper documentation
• Exhibit clear oral and written communication skills
• Submit timesheet and expense reports accurately and on time
• Understand position as representative of the firm and always maintain professionalism
Position Specific Standards:
• Bachelor’s Degree (or equivalent) from an accredited university
• 3+ Years similar experience preferred
• Proficient in Microsoft365 applications (Word, Excel, PowerPoint, Teams)
• Excellent project and time management skills
• Excellent organizational skills
• Passion for collaboration throughout the development and execution of projects
Company-Wide Standards:
• All work will be performed in accordance with the Job Defined Agreement, as well as client’s Employee Handbook and ongoing policy memoranda
• Employees are encouraged to recommend ideas for the improvement of their department and position that are consistent with client’s mission and values to provide best practices and client service
Have talented friends? Refer them through our candidate referral program and everyone will benefit.