Office and Administrative Coordinator

BBB National Programs Inc•Mclean, VA

1d•Onsite

About The Position

BBB National Programs is a non-profit organization dedicated to fostering a more accountable and trustworthy marketplace. As the foremost thought leader on industry self-regulation, we are shaping the way that businesses and consumers interact with one another. As the home of U.S. independent industry self-regulation, we are currently operating more than twenty globally recognized programs that have been helping enhance consumer trust in business for more than 50 years. Our programs provide third-party accountability and dispute resolution services that address existing and emerging industry issues, create a fairer playing field for businesses, and a better experience for consumers. We continue to evolve our work and grow our impact by providing business guidance and fostering best practices in areas such as advertising, child-and-teen-directed marketing, data privacy, dispute resolution, automobile warranty, technology, and emerging areas. As the Office and Administrative Coordinator, you will support the daily operations of the organization while ensuring a welcoming, well-functioning office environment. Success in this role requires two qualities that apply across everything it encompasses: exceptional attention to detail and a proactive approach to identifying and resolving issues before they are escalated. Whether supporting the office environment or contributing to operational projects, you are expected to notice what others overlook, act with ownership and initiative, and hold your work to a consistently high standard without being directed to do so. This position carries equal weight across two distinct functions. Approximately half of the role is operational and project-based, encompassing customer relationship management (CRM) data integrity, supporting organizational and leadership reporting, assisting with vendor compliance, and contributing to projects that advance the efficiency and effectiveness of the organization. The remainder is stewardship of the office environment: maintaining a well-functioning, welcoming workspace, supporting the physical and logistical demands of the office, and upholding that environment to the same standard.

Requirements

Exceptional attention to detail, applied consistently across data, processes, and operational responsibilities
A demonstrated ability to identify and address issues proactively, without waiting for direction
A strong sense of ownership over the office environment, maintaining consistent standards for cleanliness, order, and presentation
Comfort performing hands-on tasks including restocking, organizing, and storage management as a routine part of the role
Sound judgment and the ability to manage competing priorities and follow through without close oversight
Strong analytical and organizational skills, with the ability to identify patterns and uphold data quality standards
Strong written and verbal communication skills, with the ability to interact professionally with vendors, leadership, and staff
Proficiency in Microsoft Office 365
Bachelor’s Degree required

Nice To Haves

Experience with HubSpot or other CRM platforms
Previous office administration, facilities coordination, or operations experience

Responsibilities

Serve as the primary point of contact for visitors and incoming calls, creating a welcoming and professional first impression.
Treat the office as your own by actively monitoring all spaces throughout the day for cleanliness, order, and presentation, addressing issues on the spot without being asked. This includes cleaning tasks beyond what building services provide (e.g., wiping down cabinets, appliances, and common surfaces).
Provide meeting and event support, including room scheduling, setup, A/V coordination, materials preparation, and catering arrangements, while ensuring conference and phone rooms are consistently organized and presentation ready.
Manage incoming and outgoing mail and deliveries.
Manage office supplies and the employee snack program, tracking inventory, monitoring employee preferences, maintaining minimum stock levels, checking expiration dates, and proactively refreshing selections. This is hands-on, daily work and an expected and valued part of the role.
Coordinate workstation setup for new hires and offboarding logistics when employees depart.
Support management of leased assets and coordinate maintenance needs, following up with building management and vendors to ensure timely resolution.
Develop and maintain an office policy handbook, keeping it current as policies evolve.
Serve as the organization’s CRM data steward, a primary responsibility that spans multiple dimensions: following established data processes, maintaining data quality (e.g., identifying and resolving duplicate records, correcting incomplete entries, and identifying problematic patterns before they compound), correcting outdated contact information, supporting data entry needs across program teams, and analyzing how users are working within the CRM to proactively address gaps and recommend process improvements.
Support programmatic and leadership reporting by coordinating data collection from program teams, compiling and organizing inputs, and delivering accurate, presentation-ready reports on schedule.
Support additional operational projects as assigned, responding to ad hoc needs in a timely manner, exercising professionalism and good judgment.