Administrative and Office Support

US Facilities•Hampton, VA

19h•Onsite

About The Position

U.S. Facilities, Inc. is seeking a qualified professional for our Hampton, VA location to provide executive administrative and office support. This role will encompass financial, human resources, corporate program support, and other tasks as needed, performed on a routine basis. The position requires maintaining documentation, facilitating inter-departmental communications, supporting facility operations, assisting with fiscal responsibilities, and managing various administrative tasks.

Requirements

High School Diploma or GED
1-3 years’ experience providing administrative and office support
Proficient skills in using Microsoft Office software products (MS Word, Excel, PowerPoint, and Outlook)
Strong written and oral communication skills
Working knowledge of basic accounting principles
A fingerprint based Criminal History Records Check (CHRC) will be conducted prior to employment.
Drug Screening will be conducted prior to employment.
Must be 18 years of age or older
Must possess a Virginia Driver’s License in good standing
Valid driver's license is required.
DMV records check is required.
Criminal History Records Check and Fingerprint check is required.

Responsibilities

Maintain and file documentation and records according to designed policies and procedures.
Document and facilitate inter-departmental communications regarding Accidents, Claims, or Incidents.
Support facility badging process for personnel.
Facilitate disposal of surplus inventory and/or shredding.
Support fiscal responsibilities of the business coordinator, business office, and front desk receptionist.
Research needed information for FOIA inquiries as assigned.
Assist with new or exiting employee system access/credentialing.
Set up meetings for the Facility Manager.
Assist with weekly report collection.
Update facility telephone contact lists.
Update environmental monitoring reports.
Assist with ordering of inventory in consultation with the business coordinator and business office.
Track and log building keys.
Provide backup support for the front desk receptionist, including greeting visitors, receiving and distributing mail and packages, preparing outgoing mail, and monitoring office supplies.
Monitor the Xerox machine, replace and order supplies, and notify help desk of issues.
Notify the Office Manager and open tickets for facility work orders.
Take new hires' photos for badge creation, ensure badge forms are completed, and route documents for signatures and processing.
Notify recipients upon receipt of activated badges.
Key in time sheets and leave requests into the Cardinal system.
Print vendor reports for manager review and approval, then forward to the vendor.
Assist Human Resources with candidate interviews.
Perform any other duties assigned by a supervisor and/or USF Senior Project Manager.