Front Desk Administrator

Overview

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.

Responsibilities

• In person front desk support for the local management team (DC, VA) and virtual support of office/s in (CA, MD and WA) through the following tasks:
  • 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 before following proscribed internal system to prepare and pay for invoices.
  • 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, etc.
• 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

Skills Required

• Strong attention to detail, demonstrated accuracy, and organizational skills
• Ability to multi-task and meet deadline requirements
• Ideal candidate will be an energetic, self-starter with a positive attitude to learn and support a variety of office and administrative operations in a team environment.
• Excellent oral and written communication skills, proficiency in MS Word, PowerPoint, Excel are required.
• Experience with QuickBooks is preferred but not 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.
• Familiarity with the DoD contracting environment is helpful.
• Prior experience with administrative functions preferred.
• Must be a US Citizen and able to obtain/maintain a secret clearance

Education

High school diploma required.