Office / Front Desk Coordinator

Groundswell•McLean, VA

1d•$45,083 - $80,879•Onsite

About The Position

Groundswell is a premier technology integrator and solution provider, resolutely committed to solving the most complex challenges facing federal agencies today. Our name, Groundswell, represents our commitment to be an unstoppable, seismic change in government. Ours is a small company culture with big company reach and results. Are you ready to be audacious, be bold and drive change at a rapid pace? Join us, where we’ll make a greater impact together. What You'll do: The Office/Front Desk Coordinator serves as the face of Groundswell and ensures the smooth day-to-day operations of the office environment. This role is responsible for all front desk operations, coordinating facilities and vendor support across multiple office locations, and maintaining a welcoming, organized, and fully functional workplace. The ideal candidate is highly organized, proactive, and service-oriented, with the ability to manage multiple priorities and support both employees and leadership with administrative and operational needs.

Requirements

Demonstrated ability to create a positive, welcoming, and service-oriented office environment
Previous executive and administrative support experience
Proven experience overseeing office administration within a corporate environment
Experience coordinating office facilities, including workspace setup, furniture, repairs/maintenance, and vendor escalation
Experience managing vendors and ensuring timely follow-through on maintenance and service requests
Excellent interpersonal skills, including strong organizational, time management, and written/verbal communication skills; ability to effectively engage with employees, vendors, and leadership
Ability to take ownership of office operations and proactively address issues with minimal direction
Ability to manage routine operational tasks with consistency and strong attention to detail
Strong responsiveness and sense of urgency in addressing requests and issues
Ability to adapt to Microsoft Office Suite and other technologies (e.g., DataWatch)
Basic technical troubleshooting skills related to badging, parking, and office systems, with the ability to escalate issues as needed
Sound judgment and discretion when handling sensitive employee and executive-related matters; must adhere to strict confidentiality expectations
Proficiency with standard corporate productivity tools, especially Microsoft Office Suite
Ability to manage Tier I helpdesk requests related to office administration
This position is 100% on-site
Proficiency in English required; Spanish proficiency is a plus

Nice To Haves

Experience supporting Corporate Operations functions during periods of increased demand, including Contracts, IT, HR, Finance, Facilities, Security, and Quality

Responsibilities

Serve as the first point of contact and face of Groundswell by managing reception duties including answering phones, monitoring doorbell and greeting employees, guests, and vendors.
Ensuring the professionalism and cleanliness of shared office spaces/conference rooms, providing direction to cleaning services and building maintenance
Administer office access to include printing and issuing employee and guest ID badges.
Oversee parking management, including access, validation, and monthly reallocation of unused parking spaces.
Coordinate office repairs, maintenance requests, and vendor relationships; escalating issues as needed.
Maintain inventory and ordering of office supplies, food, and beverages to ensure the office remains appropriately stocked.
Partner with the landlord to coordinate support and/or escalate facilities-related needs, including plumbing, HVAC, fire alarm testing, garage or elevator issues.
Coordinate vendor support and issue resolutions for subtenants in our other office space, including parking, kitchen access, badging, and facility maintenance.
Maintain kitchen operations, including running the dishwasher three times daily.
Perform coffee machine maintenance, including cleaning, restocking and changing cold brew kegs.
Support event coordination by securing meeting space, ordering food, and managing event setup and breakdown.
Process and submit executive expense reports in a timely manner
Ship employee-related items (e.g., recognition gifts, onboarding materials, apparel) as directed by HR Business Partners, ensuring timely and accurate delivery.
Perform additional duties as assigned.