Senior Administrative Assistant / Facilities Coordinator

KIHOMAC•Byron, GA

About The Position

Expertise and Functions: Perform administrative and office staff management functions, including scheduling and appointment management (using Microsoft Outlook or equivalent tools), telephone answering and message taking, faxing, copying, word processing and presentation preparation, suspense and task tracking, assisting with timecard record keeping Take delivery of mail and couriered packages Assist with requesting quotes from vendors Assist with organizing and documenting receipts for company credit card vouchers Maintain organization of office common areas, break room, and supply room Schedule and set up conference room for both company and customer functions – planning/purchasing food and refreshments as needed Order day-to-day consumable office supplies as needed Assist in development/coordination/scheduling of office sponsored events, such as family days Manage facility needs such as waste management, preventative building maintenance, custodial and landscaping needs; handle associated service contracts, and supervise associated contractors Allocate office space according to needs; procure any needed office furniture Obtain quotes and submit requests for purchases and upgrades for the building Track Contract Data Requirements List (CDRL) deliverables from preparation through approval while keeping stakeholders informed Review, submit, and file reports, spreadsheets, agreements for consistency and accuracy in accordance with policies, directives, regulations, and guidance while maintaining configuration control of documents, as requested Other duties as assigned

Requirements

5+ years of experience supporting management personnel
Ability to coordinate facility repairs
High proficiency in Microsoft Office Suite
Professional appearance and demeanor
Excellent customer service attitude
Ability to multi-task, prioritize, and work independently
Strong written and verbal communication skills
Must be a US citizen
Ability to obtain a security clearance may be required
Prolonged periods sitting at a desk and use of computer screens
Frequent wrist, hand, and finger movements using a keyboard, mouse, and handwriting
Must be able to lift up to 20 pounds at times
Associate’s Degree in a managerial field required
Educational requirement may be waived with 5 years of experience in addition to requirement below

Nice To Haves

Experience supporting management personnel within the DoD preferred
Bachelor’s Degree in managerial field preferred

Responsibilities

Perform administrative and office staff management functions
Scheduling and appointment management
Telephone answering and message taking
Faxing, copying, word processing and presentation preparation
Suspense and task tracking
Assisting with timecard record keeping
Take delivery of mail and couriered packages
Assist with requesting quotes from vendors
Assist with organizing and documenting receipts for company credit card vouchers
Maintain organization of office common areas, break room, and supply room
Schedule and set up conference room for both company and customer functions
Order day-to-day consumable office supplies as needed
Assist in development/coordination/scheduling of office sponsored events, such as family days
Manage facility needs such as waste management, preventative building maintenance, custodial and landscaping needs
Handle associated service contracts, and supervise associated contractors
Allocate office space according to needs
Procure any needed office furniture
Obtain quotes and submit requests for purchases and upgrades for the building
Track Contract Data Requirements List (CDRL) deliverables from preparation through approval while keeping stakeholders informed
Review, submit, and file reports, spreadsheets, agreements for consistency and accuracy in accordance with policies, directives, regulations, and guidance while maintaining configuration control of documents, as requested
Other duties as assigned