Administrative Support/Mail & File Management

Longeviti • Arlington, VA

3d • Onsite

About The Position

Longeviti LLC is seeking an Administrative Support/Mail & File Management Specialist to support the USTDA’s program and administrative functions in Arlington, Virginia. This position is contingent upon contract award and requires an active Secret clearance and 1–3 years of experience as a receptionist or administrative assistant.

The specialist provides reception, mail and courier distribution, facilities-request tracking, conference-room coordination, and general administrative support. The role involves professional interaction with visitors and callers, including high-level foreign and U.S. Government officials, Congressional staff, and private-sector senior executives. The position also requires maintaining a well-organized and professional reception area and physically moving large numbers of files or file boxes.

Longeviti describes itself as a government contractor providing professional support services in information technology, program management, agency administration, and intelligence analysis. It is a certified 8(a) and small disadvantaged business, an ISO 9001-certified service provider, and CMMI Level 3 Services-rated. The company states that quality, continuous improvement, and customer satisfaction are important, and that it is committed to nondiscrimination and equal employment opportunity.

Requirements

• Active Secret security clearance.
• 1–3 years of experience in a professional office environment as a support assistant, receptionist, or equivalent position.
• Experience handling phone calls, email, and mail as a point of contact for internal and external communications.
• Ability to arrange appropriate mailing or shipping of packages and letters.
• Experience managing calendars and scheduling meetings and appointments, and greeting high-level guests.
• Experience providing general office support, including administrative tasks, data entry, filing, and customer service.
• Experience creating and distributing correspondence, reports, and other documents.
• Ability to manage multiple tasks and prioritize effectively.
• Ability to manage a reception area.
• Effective written and verbal communication skills for interacting with a range of individuals.
• Proficiency with office software and equipment.
• Ability to maintain records of receipt, mailing dates, and other required information.
• Experience collecting, sorting, and distributing incoming mail.
• Experience with upkeep and setup of conference and training rooms.
• Physical ability to move large numbers of files and/or file boxes.
• High school diploma required.

Nice To Haves

• Higher education is preferred.

Responsibilities

• Receive incoming visitors and telephone calls, greet and assist visitors professionally, and issue visitor badges.
• Arrange local transportation, visitor parking reservations, and distribution of parking vouchers and Metro cards.
• Accept and arrange distribution of incoming mail and courier packages.
• Coordinate visitor access with building security and maintain the visitor log.
• Receive and log facilities requests in the building management tracking system.
• Respond to staff submissions concerning facility-related issues and monitor the shared facilities email account.
• Generate work-order tickets for facility issues, coordinate escalated issues with the Office of Administration, and ensure work orders are closed.
• Coordinate conference-room scheduling and assist with meeting arrangements.
• Respond to or direct incoming calls and inquiries to the appropriate office or individual.
• Maintain reception areas in a clean, organized, and professional condition.
• Perform other administrative support duties as required.
• Collect, sort, and distribute incoming mail; maintain records of receipt, mailing dates, and other required information.
• Set up and maintain conference and training rooms.

Benefits

• Medical, dental, and vision insurance for employees and/or their families.
• Basic life insurance, including AD&D.
• Short- and long-term disability coverage.
• Optional enrollment in the company 401(k) plan.
• Accrued paid time off and holidays.
• Optional legal coverage, supplemental accident insurance, critical illness insurance, hospital insurance, and commuter benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED