Office Coordinator

SAIC•Arlington, VA

14d•Onsite

About The Position

SAIC accepts applications on an ongoing basis and there is no deadline. SAIC® is a premier Fortune 500® mission integrator focused on advancing the power of technology and innovation to serve and protect our world. Our robust portfolio of offerings across the defense, space, civilian and intelligence markets includes secure high-end solutions in mission IT, enterprise IT, engineering services and professional services. We integrate emerging technology, rapidly and securely, into mission critical operations that modernize and enable critical national imperatives. We are approximately 24,000 strong; driven by mission, united by purpose, and inspired by opportunities. SAIC is an Equal Opportunity Employer. Headquartered in Reston, Virginia, SAIC has annual revenues of approximately $7.5 billion. For more information, visit saic.com . For ongoing news, please visit our newsroom . SAIC is seeking an Office Coordinator to provide support on-site in the Pentagon in working as part of a contract team with the Office of the Secretary of War (OSW), Office of the General Counsel (OGC). The Office Coordinator will: Work daily with the Deputy General Counsel and OGC office attorneys. Provide administrative/paralegal support to the OGC office attorneys. Assist with legal administration including the coordinating, assisting, and filing of legal actions for OGC. Provide administrative office coordination support in addressing the workload (tracking, organizing, and archiving) and knowledge management activities across the government attorneys and contractor staff. Coordinate within Administrative Team to ensure administrative actions are completed in accordance with client expectations and with the proper level of front desk coverage during office hours. Administrative actions include: Hand-carrying legal actions to other coordinating offices throughout day; Opening and closing actions using suspense tracking system (STS); Performing editing functions; answering phone calls; escorting non-cleared personnel in the office; maintaining files; and preparing correspondence. Making copies; scanning documents; producing files; assisting in scheduling monthly reports; and maintaining basic office functions. Coordinate with Administrative Team and SAIC’s Team Lead on scheduling and front desk coverage by administrative personnel between 0730 and 1800 hours daily. Plan and establish coverage options when Administrative Team personnel experience unanticipated absence. Update and enforce business rules and SOPs for all Administrative Team and office functions. Train new employees on front desk operations. Meet regularly with SAIC’s Team Lead to discuss administrative and operational issues and resolutions. Establish and oversee QC process for ensuring all “open action” requests from clients and the OGC correspondence office are covered. Maintain a clean and presentable front desk workspace. Establish and enforce processes for ensuring that chronological scanning remains current (within 1 week of actions being closed). Be responsible for retrieval and management (action receipt, tasking, and tracking), developing and implementing office knowledge management, including record archive and retrieval, and managing and organizing physical and electronic files (office common server drives). Track leave, travel, and other absences of office personnel; prepare time sheets; coordinate support for in processing and out-processing personnel; and travel arrangements chiefly using the Defense Travel System (DTS). Be the office coordinator for security and be responsible for maintaining visitor access rosters and logs and implementing security procedures in accordance with regulation and the overall OGC security manager direction. Be the office safety coordinator and be responsible for tenant-level safety tasks such as inspecting fire extinguishers.

Requirements

Five years of with progressively responsible administrative experience with paralegal/ administrative work and knowledge management functions, processes, practices, and procedures.
Fluency with, and understanding of, DoW, Joint Staff, and the Military Departments standards of practice.
The ability to review, understand, and analyze complex legal and non-legal DoW documents and international agreements.
Ability to read, interpret, and understand legal documents.
Exceptional oral and written communication abilities.
Ability to leverage established relationships with other DoW components and agencies.
Proficiency with Microsoft Office Suite of Applications (Word, Excel, and PowerPoint) and common office software applications
Flexible team player and capable of interacting at all levels within the customer space as well as other parts of the defense community.
Motivated, self-starter with the ability to accomplish tasks under pressure with limited supervision.
Strong administrative skills and the ability to delegate and allocate workload appropriately.
Flexibility to accommodate time-sensitive and mission-critical work.

Responsibilities

Work daily with the Deputy General Counsel and OGC office attorneys.
Provide administrative/paralegal support to the OGC office attorneys.
Assist with legal administration including the coordinating, assisting, and filing of legal actions for OGC.
Provide administrative office coordination support in addressing the workload (tracking, organizing, and archiving) and knowledge management activities across the government attorneys and contractor staff.
Coordinate within Administrative Team to ensure administrative actions are completed in accordance with client expectations and with the proper level of front desk coverage during office hours.
Hand-carrying legal actions to other coordinating offices throughout day
Opening and closing actions using suspense tracking system (STS)
Performing editing functions
answering phone calls
escorting non-cleared personnel in the office
maintaining files
preparing correspondence
Making copies
scanning documents
producing files
assisting in scheduling monthly reports
maintaining basic office functions
Coordinate with Administrative Team and SAIC’s Team Lead on scheduling and front desk coverage by administrative personnel between 0730 and 1800 hours daily.
Plan and establish coverage options when Administrative Team personnel experience unanticipated absence.
Update and enforce business rules and SOPs for all Administrative Team and office functions.
Train new employees on front desk operations.
Meet regularly with SAIC’s Team Lead to discuss administrative and operational issues and resolutions.
Establish and oversee QC process for ensuring all “open action” requests from clients and the OGC correspondence office are covered.
Maintain a clean and presentable front desk workspace.
Establish and enforce processes for ensuring that chronological scanning remains current (within 1 week of actions being closed).
Be responsible for retrieval and management (action receipt, tasking, and tracking), developing and implementing office knowledge management, including record archive and retrieval, and managing and organizing physical and electronic files (office common server drives).
Track leave, travel, and other absences of office personnel; prepare time sheets; coordinate support for in processing and out-processing personnel; and travel arrangements chiefly using the Defense Travel System (DTS).
Be the office coordinator for security and be responsible for maintaining visitor access rosters and logs and implementing security procedures in accordance with regulation and the overall OGC security manager direction.
Be the office safety coordinator and be responsible for tenant-level safety tasks such as inspecting fire extinguishers.