Administrative and Office support

Human Resources•Hampton, VA

6d•Onsite

About The Position

U.S. Facilities, Inc. is seeking an administrative and office support professional for its Hampton, Virginia location. The role provides routine executive administrative and office support across financial, human resources, corporate program support, and other areas as needed. It supports facility operations, business-office functions, employee credentialing, communications, and front-desk coverage. This position is designated as essential, and its duties may be required during emergencies, including inclement weather, disaster response, and emergency operations, when determined by VDOT/Contract Management. Work conditions include a 90-day probation period, required VDOT/industry training, potential for significant periods of sitting or standing, possible short- or no-notice work assignments, monitored performance with routine evaluation, and occasional interaction with the public or media. Pre-employment requirements include a fingerprint-based Criminal History Records Check, drug screening, being at least 18 years old, and a Virginia driver’s license in good standing; DMV records will be checked. Compensation is $20 per hour, with vacation, sick leave, paid holidays, and a 401(k).

Requirements

High school diploma or GED.
1–3 years of experience providing administrative and office support.
Proficiency with Microsoft Office products, including Word, Excel, PowerPoint, and Outlook.
Strong written and oral communication skills.
Working knowledge of basic accounting principles.
At least 18 years of age.
Virginia driver’s license in good standing; a DMV records check is required.
Successful completion of a pre-employment fingerprint-based Criminal History Records Check and drug screening.

Responsibilities

Maintain and file documentation and records according to established policies and procedures.
Document and facilitate interdepartmental communications regarding accidents, claims, or incidents.
Support the facility badging process for personnel.
Facilitate disposal of surplus inventory and/or shredding.
Support the fiscal responsibilities of the business coordinator, business office, and front-desk receptionist.
Assist with system access and credentialing for new and departing employees.
Assist with bookkeeping requirements and invoicing.
Assist with collecting weekly reports.
Assist with ordering inventory in consultation with the business coordinator and business office.
Back up the front-desk receptionist as needed, including greeting visitors and employees and notifying their points of contact.
Receive and distribute letters and packages delivered by express mail services such as UPS and FedEx.
Prepare outgoing mail and packages.
Take new-hire photos and forward them to Security for badge creation.
Ensure new hires complete badge forms and attach background-clearance information; route badging documents for signatures and processing; and notify recipients and deliver badges once activated.
Enter timesheets and leave requests into the Cardinal system as necessary.
Assist with candidate interviews as requested.
Provide project updates to the USF Senior Project Manager.
Act as liaison between the Senior Project Manager and VDOT personnel, including USF staff.
Perform other duties assigned by a supervisor and/or USF Senior Project Manager.