Facilities & Office Operations Specialist

Groundswell•McLean, VA

9h•$45,083 - $80,879•Onsite

About The Position

The Facilities & Office Operations Specialist is the primary coordinator of Groundswell's corporate workplace and is responsible for ensuring the office operates safely, efficiently, securely, and professionally every day. This full-time, 100% onsite position serves as the operational hub of the office, communication point for vendors, and escalation point for issues related workplace operations, physical security, badging, and front desk administration to provide a consistent and quality experience for employees, visitors, and clients. The successful candidate is highly organized, proactive, and service-oriented with exceptional attention to detail and follow-through. This individual takes ownership of workplace issues from identification, escalation, follow up and resolution, anticipates operational needs related to lighting, plumbing, cleanliness, guest badging, and security access.

Requirements

3-5 years of experience in office operations, facilities coordination, workplace operations, office management, hospitality, or a related corporate support role.
Demonstrated ability to independently manage operational issues from identification through resolution with exceptional attention to detail, accountability, and follow-through.
Strong organizational and time management skills with the ability to prioritize multiple responsibilities in a fast-paced environment.
Experience managing facilities requests, vendor relationships, and office operations.
Excellent customer service, interpersonal, and verbal and written communication skills.
Proactive, resourceful, and solutions-oriented with the ability to anticipate needs and resolve issues independently.
Ability to build effective working relationships with employees, leadership, vendors, landlords, and service providers.
Proficiency with Microsoft Office and common workplace technology.
Ability to lift or move office supplies and equipment up to 50 pounds as needed.
Must be able to work onsite in the McLean, VA office Monday through Friday 8am-5pm ET with a standard 1 hour break.
This position is NOT eligible for remote or hybrid work.
Must be a U.S. Citizen.
Ability to remain at a designated workstation for extended periods while maintaining continuous attention to visitors, facility access, and front desk operations.
Ability to exercise sound judgment while handling security-related situations involving employees, visitors, vendors, and contractors.
Ability to maintain confidentiality and protect sensitive company information.

Nice To Haves

Experience supporting facilities and office operations within a professional services, consulting, or government contracting environment.
Experience administering office security processes, employee badging, visitor management systems, or parking administration.
Experience supporting multiple office locations or satellite offices.
Experience planning and supporting corporate meetings, employee events, or workplace initiatives.

Responsibilities

Serve as the day-to-day face of headquarter on site security. Ensuring all guests have badges, access monitored through DataWatch, new hire badge printing, and shipping monitoring.
Own the day-to-day operation, appearance, and functionality of Groundswell's corporate office, ensuring a clean, organized, safe, and professional work environment.
Conduct regular walkthroughs of the office to proactively identify maintenance, safety, cleanliness, inventory, and operational issues before they impact employees.
Manage all office maintenance and repairs from identification through resolution, ensuring timely follow-up and completion.
Serve as the primary liaison with building management, janitorial services, maintenance providers, and other vendors to resolve facilities-related issues, including HVAC, plumbing, electrical, elevators, parking, fire alarms, and general building maintenance.
Manage vendor relationships, schedule service visits, monitor work quality, and ensure timely issue resolution.
Ensure conference rooms, common areas, kitchens, reception spaces, and shared workspaces consistently reflect Groundswell's professional standards.
Oversee inventory, ordering, and stocking of office supplies, kitchen supplies, and other workplace essentials.
Maintain kitchen operations, including stocking supplies, operating the dishwasher, and ensuring kitchens and break areas remain clean, organized, and fully functional throughout the day.
Perform routine maintenance of office amenities, including coffee machines and beverage stations, ensuring they remain clean, stocked, and operational.
Support workplace improvements, office moves, furniture setup, and other operational projects as needed, requiring the ability to lift 50lbs.
Provide facilities support for satellite office locations, coordinating vendor services, maintenance requests, parking, kitchen access, badging, and other workplace needs.
Act as the primary onsite security representative during normal business hours.
Ensure all visitors are properly registered, verified, badged, escorted as required, and logged in accordance with company security policies.
Maintain accurate accountability of all visitors entering and exiting the facility through the visitor management system.
Monitor the reception area and facility entrance to ensure only authorized personnel gain access to the office.
Immediately report and escalate suspicious activity, security incidents, or policy violations in accordance with established procedures.
Administer employee and visitor badges using the DataWatch access control system.
Oversee parking administration, including employee assignments, visitor validation, and utilization of company parking resources.
Partner with internal security personnel and building management to support workplace safety and security initiatives.
Serve as the first point of contact for employees, clients, vendors, and visitors, providing a welcoming and professional experience.
Answer and direct incoming calls, monitor building entry, receive deliveries, and manage visitor reception.
Support employee meetings, company events, and workplace hospitality by coordinating meeting space, catering, room setup, and event logistics.
Process executive expense reports accurately and in a timely manner.
Coordinate shipping and receiving of employee equipment, onboarding materials, recognition gifts, company merchandise, and other office shipments.
Support onboarding activities by preparing badges, workspaces, office access, and other workplace logistics for new employees.
Perform other operational and administrative duties as assigned.