Front Desk Administrator Job at Tecolote Research (Arlington)

Job Description

Tecolote Research is searching for an Administrative Assistant to join our Administrative Team and help with day-to-day activities for 300+ personnel. Position involves support to multiple locations that primarily include Arlington, VA, Washington, DC, and may include Stafford, VA.

Job Responsibility

In person front desk support for the local management team (DC, VA) and virtual support of office/s in (CA, MD and WA)
Maintain a variety of accounts by observing charges and coordinating charging guidance, contacting vendors to establish requirements or dispute charges, and ensuring that all billings are accurate
Read, interpret, and process POs
Prepare invoices for processing through internal systems to ensure accurate and timely payment
Obtain required documentation and approval requirements
Utilize established chart of accounts to allocate regular costs and work alongside corporate AP to allocate unusual or irregular costs
Assist with placing large orders such as furniture
Coordinate meeting and social event planning as part of the Administrative Team for multiple offices supported
Obtain guest list confirmation and send invites where appropriate or provide awareness of attendees to stakeholders
Research social event vendors and locations for large and small scale events, interface with vendors and key stakeholders, and schedule and coordinate events to include holiday parties, happy hours and retirement events
Coordinate and distribute season tickets to Nationals baseball games, and coordinate larger events as requested
Maintain office equipment by addressing basic technical processes and escalating to IT and Vendors when necessary
Purchase office supplies and create purchase orders (PO’s)
Monitor supply needs for multiple offices
Unpack orders and organize supplies
Ensure orders are accurately received and entered into the system
Coordinate with technical, managerial, and administrative staff to assist with the annual LSCD resume data call and format resumes on an ad-hoc basis as needed Upload completed resumes to internal system as required
Coordinate goodwill efforts including charity work, donations or floral arrangements for major life events
Provide reminders for processes/procedures surrounding these efforts
Coordinate mail and packages as requested or required
Receive mail and packages and distribute appropriately
Utilize standard format to process and complete the Monthly Petty Cash Report at the beginning of each month and review necessary receipts for reconciliation
Distribute petty cash funds for refunds where needed
Collect soda funds on a daily basis to make soda fund deposits at Wells Fargo as necessary
Schedule and maintain meeting rooms, greet guests, answer general telephone line
Control physical security of office spaces by enforcing badging policies and assigning access cards to employees
Ensure visitors and guests follow all internal policy requirements and issue guest badges, access cards, etc. Conduct regular badge and access card audits and report discrepancies to office management and security
Prepare for customer meetings and classes, including IT equipment and moving tables/chairs
Assist with coffee service and/or food coordination, potentially including catering or other food setup. Reset conference rooms after meetings conclude, including removing and shipping IT equipment to vendors
Assist with orderly and efficient office operations and escalate requests to building management when necessary
Maintain a clean and presentable office space for staff and guests
Assist with tracking and maintaining company asset logs, and assist with annual and ad hoc inventory requirements
Interface with building management and other parties, to include forwarding fitness center and other building locations
Ad Hoc administrative support functions as needed
Assist managers with monthly reports for current/ongoing projects and compile past performance reports as needed
Backup Travel Administrator

Requirements

Strong attention to detail, demonstrated accuracy, and organizational skills
Ability to multi-task and meet deadline requirements
Excellent oral and written communication skills, proficiency in MS Word, PowerPoint, Excel are required
Take on multiple tasks and challenges, possess the ability to prepare, protect and handle sensitive, personal and company confidential documents and files
Be versatile and flexible to address constantly changing priorities with enthusiasm
Work well with all levels of staff and management and follow company policies and procedures
Must be a US Citizen and able to obtain/maintain a secret clearance
High school diploma required

Nice to have

Experience with QuickBooks is preferred but not required
Familiarity with the DoD contracting environment is helpful
Prior experience with administrative functions preferred

What we offer

Health & Welfare Company Paid Major Medical Insurance for employees and family members
Dental Insurance for employees and family members
Vision Insurance for employees (employee-paid for family members)
Group Life Insurance
Accidental Death and Dismemberment Insurance
Travel Accident Insurance
Long-Term Disability
Voluntary Short-Term Disability
Supplemental Life Insurance
Flexible Spending Account (pre-tax deferrals for health care expenses)
Retirement Money Purchase Pension Plan - 100% Company funded defined contribution retirement plan. One-year entry waiting period and 5-year vesting. Core Funds available and a self-directed brokerage account option
Employee Stock Ownership Plan - 100% Company funded discretionary contribution. 100% vested after one-year entry waiting period
Time Off Annual Leave
Bereavement Leave
Holidays
Jury Duty/Witness Leave
Military Leave
Sick Leave

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