Administrative and Office support

US Facilities•Hampton, VA

4d•Onsite

About The Position

U.S. Facilities, Inc. is seeking an administrative and office support professional for its Hampton, Virginia location. The role provides executive administrative and office support, including financial, human resources, corporate program support, and other duties as needed. This is an essential position, and its duties may be required during emergencies, including inclement weather, disaster response, and emergency operations, when designated by VDOT/Contract Management. The position includes a 90-day probation period, required VDOT/industry training, monitored performance with routine evaluations, and occasional interaction with the public or media. Work may involve significant periods of sitting or standing and short- or no-notice assignments.

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.
Must be at least 18 years of age.
Valid Virginia driver’s license in good standing; DMV records check required.
Pre-employment fingerprint-based Criminal History Records Check and drug screening required.
Required VDOT/industry training.

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 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 weekly report collection.
Assist with ordering inventory in consultation with the business coordinator and business office.
Provide backup front desk receptionist support, including greeting visitors and employees, notifying their points of contact, receiving and distributing express mail and packages, and preparing 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; notify recipients and deliver activated badges.
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 the USF Senior Project Manager.
Perform required duties during emergency situations when the position is designated as required by VDOT/Contract Management.