Administrative / Office Assistant
Leesburg, VA 
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Job Description

The Building People, LLC, has a position open for an Administrative Specialist at our headquarters in Leesburg, VA. This position will report to the corporate Operations Manager who leads and oversees all administrative support, call center operations, inventory and supply and fleet management. Physically located at the reception desk, the individual is the first point of contact with all clients, visitors, and employees, and will be recognized as our corporate headquarters ambassador. Responsibilities will focus around providing general administrative office management support under the direction of the Operations Manager and managing schedules for our corporate office executive team. These responsibilities require attention to detail, accuracy, organization, and a commitment to teamwork and may be confidential and complex in nature. Qualified candidates will be expected to perform within broad guidelines, relying on their proficiency, experience, and resourceful research to accomplish most activities with limited direction. Candidates must be proficient in Microsoft applications with a significant proficiency level of skill in Microsoft Office, Google Business Solutions, and Smartsheet. Seeking candidates with strong communication, written and verbal, at a professional level to be able to conduct exchanges with employees, vendors, and clients, including senior executives on a regular basis. Strong customer service skills to serve as a corporate headquarters ambassador for the company and the executive leadership team, including the Chief Executive Officer. are also required. Experienced skill in carrying out administrative tasks with short timeframes and scheduling skills to manage multiple calendars.

The Office Administratorwill perform a variety of coordination, scheduling, and forecasting functions to support the headquarters staff at all levels. They may perform specialized proactive planning and critical tasks of a non-routine and non-repetitive nature and perform professional level tasks both formal and informal requiring independent judgment, initiative, and tact. Expertise in preparing various reports, documenting minutes/notes for large team meetings, making recommendations for actions, and coordinating event planning, community outreach, and other duties as assigned.

The Office Administratorwill be responsible for the following:

  • Record keeping, managing deliveries, packages, supplies, and mail correspondence.
  • Perform other general clerical and administrative duties as requested, which may include, maintaining office/break room supplies, coordinating equipment inventory and maintenance, as well as appearance of front and back offices.
  • Make recommendations on file organization and improvements to processes across the administrative functions of the office.
  • Schedule and coordinate meetings, calendars, and logistics for the CEO and Executive Team. Work with the team to learn preferences, desires, styles of operations, etc., in order to effectively manage schedules.
  • Coordinate travel and credit card reconciliation where needed
  • Represent Corporate Headquarters as an ambassador and provide a welcoming and positive presence that represents our company culture and principles.
  • Greet visitors and employees, in person or on the telephone, and answer or refer inquiries as needed.
  • Provide impromptu and creative assistance to the Management Team on administrative tasks ranging from meetings and event planning to daily office operations.
  • May coordinate travel arrangements for employees to include research, documenting travel options, booking travel, coordinating logistics, and supporting the documentation of expenses incurred during the business travel.

Required Qualifications:

* Bachelor's Degree and 6 years of experience OR high school diploma and 10 years of experience.

* Excellent verbal and written communication skills

* Strong organizational skills and ability to multitask

* Exceptional attention to detail

* Outstanding Customer service skills

* Proficient in Microsoft applications with a significant proficiency level in Microsoft Office, Google Business Solutions, Adobe and Smartsheet

* Skilled in the use of AV equipment for both Mac and PC users


ADDITIONAL INFORMATION

Competitive benefits for eligible employees include:

  • Medical & Rx
  • Dental
  • Vision
  • Flexible Spending Accounts\
  • 401(k) Retirement Plan
  • Life Insurance/AD&D
  • Long Term Disability and Short-Term Disability
  • Paid Time Off
  • Holiday Pay

All positions require a background check after acceptance of our offer. The selected candidate will be eligible to begin employment before the background check has been finalized. However, continued employment will be contingent upon the results of your reference/background check from The Building People, LLC. Your position may require special credentialing, clearance, and access as a condition of employment. In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.


We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.


 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
6+ years
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