Administrative Coordinator

Vertosoft•Leesburg, VA

just now•$22 - $27•Onsite

About The Position

Vertosoft is seeking a dependable and highly organized Administrative Coordinator to help keep our Leesburg office running smoothly. This is a hands-on, onsite role responsible for maintaining an organized and welcoming workplace, coordinating routine office needs, and providing responsive support to employees, visitors, vendors, and service providers. The ideal candidate enjoys creating order, notices what needs attention, and follows through without extensive direction. Responsibilities include maintaining and stocking office spaces, managing mail and deliveries, coordinating facilities needs, supporting visitors, preparing meeting spaces, arranging routine office meals, and providing general administrative support.

Requirements

Prior experience in administrative support, office coordination, customer service, workplace operations, or a similar role.
Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
Dependability, punctuality, initiative, and consistent follow-through.
Professional and service-oriented communication with employees, visitors, and vendors.
Ability to work independently within established processes and escalate issues appropriately.
Basic proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, Excel, SharePoint, and shared drives.
Comfort performing both administrative and hands-on office tasks.
Ability to stock supplies, carry packages, and move light office items.

Responsibilities

Maintain the organization, appearance, and day-to-day functionality of shared office spaces, including kitchens, conference rooms, storage areas, and common areas.
Monitor and restock office supplies, snacks, beverages, kitchen items, first-aid supplies, and other workplace necessities.
Place approved office orders and receive, organize, and distribute supply and grocery deliveries.
Retrieve, sort, and distribute incoming mail and packages and prepare outgoing shipments as needed.
Answer the office door and professionally greet employees, visitors, vendors, suppliers, and service providers.
Coordinate routine maintenance, repairs, facilities requests, vendor visits, and building access.
Track open office issues through resolution and escalate significant concerns when appropriate.
Coordinate routine office lunches and meals for visiting vendors, suppliers, and other business guests, including ordering, delivery, setup, and cleanup.
Prepare and reset conference rooms and shared spaces before and after meetings.
Maintain organized office records, receipts, vendor information, and purchasing documentation.
Update office-related internal resources, SharePoint sites, shared drives, forms, directories, and reference materials.
Provide general onsite administrative, meeting, and project support as assigned.
Provide logistical support for company events when requested.
Perform other duties as assigned.