Administrator, Administrative Services

HITT • Falls Church, VA

80d

About The Position

The Administrator is a member of the administrative services team and reports to the Office Manager. This position supports all administrative needs at the Headquarters office. The ideal candidate presents a positive attitude and is eager to provide client and guest hospitality. The key to this position is attention to detail, time-management, organization, and a sense of urgency in providing service to internal and external clients. This position works with many of HITT's executive leadership team members and is expected to present a professional demeanor, maintain confidentiality and discretion, and utilizes a sense of urgency when working with these team members. In addition, the ideal candidate for this position will be a problem-solver who is proactive and comfortable working at a fast pace while maintaining a calm demeanor.

Requirements

• A high school degree is required
• Proficiency in Microsoft Office, especially Word and Outlook, is required
• Knowledge of basic clerical and administrative procedures is required
• Knowledge of customer service principles and practices
• Intermediate reading, writing, and communication skills

Responsibilities

• Execute requests for Headquarters catering and coffee services as part of the concierge service.
• Maintain pantry operations and supplies.
• Maintain all Headquarters flex desks to ensure cleanliness and supplies as needed. Communicate deficiencies to the Office Manager and the Facilities manager.
• Maintain all Headquarters common areas, including print stations, conversational areas, flex desks, conference rooms, and break rooms; ensure cleanliness and supplies as needed. Run dishwashers weekly, or as needed.
• Book conference rooms or flex desks for team members as needed.
• Manage mail services for Headquarters, including distributing mail, assigning mailboxes, preparing shipping, and manage postage; order and maintain materials needed.
• Coordinate outgoing deliveries via courier, UPS, and Federal Express, ensuring pick-up and drop-off execution.
• Monitor and maintain printer / copier supplies for Headquarters and troubleshoot as needed.
• Provide production and printing services as assigned by the Office Manager and Marketing Team.
• Provide administrative support (set-up, printing, agendas, coordination of catering request, etc.) for all meetings requested by members of one of HITT's governance committees, as directed by the Office Manager.
• Provide basic clerical services as requested by members of one of the governance committees, including drafting / editing / proofing correspondence, packaging, basic typing, filing, and copying / scanning.
• Contribute to corporate and internal event support as needed.
• Prepare promotional materials in support of governance committee members as needed.
• Provide receptionist desk coverage as needed.
• Provide marketing production support and promotional inventory.
• Assist the Marketing department with CRM support.
• Order and organize all catering and office supplies.
• Maintain materials creation for new team member orientation welcome bags in support of HITT University.
• Installs and removes office and cubicle signatures for new hires or relocations. The Administrator is responsible for reporting to the Office Manager any discrepancies found between physical layout and Staffmap.
• Pulls information from New Hire Onboarding report and prepares PPE needed for local and regional new hires.
• Collects and prepares the shipment of PPE to regional new team members and ensures that items are shipped timely to guarantee arrival before orientation day.

What This Job Offers

• Job Type: Full-time
• Industry: Construction of Buildings
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees