Senior Coordinator, Operations

The German Marshall Fund of the United States•Washington, DC

About The Position

The German Marshall Fund is a thought leader on issues critical to transatlantic interests in the 21st century, including the future of democracy, security and geopolitics, alliances and the rise of China, and technology and innovation. By drawing on and fostering a community of people with diverse life experiences and political perspectives, GMF pursues its mission by driving the policy debate through cutting-edge analysis and convening, fortifying civil society, and cultivating the next generation of leaders on both sides of the Atlantic. At GMF, we acknowledge that diversity, equity, and inclusion touches on all aspects of our workplace. As such, employees at all levels of the organization are accountable for incorporating inclusive practices, equitable principles, and championing diversity in their work. Job Summary: The Sr. Coordinator for Operations will implement effective and efficient administrative and operational services for the Washington, DC offices. The Sr. Coordinator will work with colleagues across the organization to support the smooth running of the office.

Requirements

Minimum of 7 years in office administration role, including staff management, vendor negotiation, financial recordkeeping, event management, and direct services to employees
Strong hospitality and service orientation; pro-active, energetic and collaborative; experience in hospitality industry, desired.
Team focus and collaborative work style.
Ability to work independently under pressure, effectively prioritize issues and manage multiple diverse tasks.
Ability to solve problems and complete work in a timely manner with minimal supervision or direction.
Must be extremely well organized and have strong attention to detail and focus on accuracy.
High expectations for and constant attention to office services and work environment.
High level of initiative and strong follow-through on projects.
High level of skill in use of computers, related software applications and office equipment.
Strong communication and interpersonal skills.
Strong ability in handling confidential, sensitive information in a legal framework.
Familiarity with federal and DC labor laws.
Previous experience interacting with multiple international offices is highly desirable.
Superior oral and written communication skills.
Excellent interpersonal and intercultural skills.
Ability to develop strong relationships and work well with all levels of staff.
An undergraduate degree

Nice To Haves

Strong hospitality and service orientation; pro-active, energetic and collaborative; experience in hospitality industry, desired.
Previous experience interacting with multiple international offices is highly desirable.

Responsibilities

Coordinate all front desk operations, general administrative matters, address all building security and maintenance issues and delivery of material and equipment to staff
Manage the all-staff announcements as requested
Manages all facility requests and maintenance issues, coordinating resolution with the building engineer
Provide support related to the onboarding process for new staff and fellows
Manage and update floor plans with current workspace assignments and future staffing plans
Ensure regular cleaning of refrigerators.
Ensure appliances and furnishings are maintained and replaced as needed.
Ensure sustained maintenance of the kitchen areas: general clean-up and orderliness, efficient storage of supplies, purchasing of inventory, unloading and loading the dishwasher daily.
Website updates in coordination with the Communications & Editorial team.
Manage all magazine and news subscription accounts for the organization
Greet and direct callers and visitors to the appropriate staff and/or meeting space
Provide callers with general information about GMF such as office addresses/contact information, directions, fax numbers, website
Open and close visitor area daily
Ensure coverage of the reception desk during the hours of 8:30am-5 pm
Scan and process all checks received to AR and Development along with other incoming mail as required
Ensure the security of the visitor area by determining the business purpose of all visitors and ensuring that visitors are not granted access beyond the visitor area unless escorted by a staff member
Maintain mail/shipping and receiving services including but not limited to sending and receiving all mail and packages and maintaining postal machine (including obtaining and loading additional postage as authorized)
Determine the most cost-effective way to send outgoing deliveries and advise staff accordingly
Assist staff with outgoing express delivery services by making sure that the proper paperwork is provided, and that outgoing mail is placed in the correct area for pickup; maintain inventory of express services supplies
Sign for deliveries as needed and alert recipient; maintain packages in secure place until retrieved
Ensure the pick-up and delivery of express mail services (FedEx, UPS, etc.) on pick up days
Train temporary workers for front desk coverage and maintain an updated reception area desk manual
Monitor Office Services Assistance email and follow through to resolve issues
Maintain inventory of general offices supplies and orderly organization of the supply room; assist staff with additional supply orders
Maintain inventory of required kitchen supplies for office use and event supplies
Coordinate Office Services new employee onboarding: workspace identification and preparation; security key; business cards; office tour; etc. Ensure all materials are prepared/provided by the employee’s start date.
Coordinate offboarding protocol in coordination with HR, including collection/disabling of security key and other office equipment/materials.
Implement policy and procedure for use of office space including how workstations and offices are assigned; maintain current floor plan records; oversee workstation/office set-up by day of arrival for new staff, interns and fellows.
Serve as point of contact for Secret Service and Diplomatic Security liaisons for on-site visits.
Ensure services are available to staff for shredding, file archiving and/or destruction.
Coordinate distribution and recordkeeping of security keys to staff.
Maintain postage machine, ensuring adequate postage and equipment updates/upgrades.
Purchase and maintain equipment, furnishings, wall and floor coverings.
Coordinate J-1 visa assistance to process documentation for GMF Fellows coming to the US on J-1 visas; coordinate processing and interaction with Fellow and with relevant staff; provide assistance as needed for the J-1 visa Alternate Responsible Officer.
Conduct annual negotiations with hotels for corporate rate and prepare timely updates to communicate information to staff.
Secure temporary help from external temp agencies as requested; ensure coverage at the reception desk with temporary workers as needed;
Renewal of newspaper subscriptions and allocation of individual staff usage
Management and payment of all FedEx invoices and office printer invoices and service requests
Manages all vendor agreements and processes invoices for accuracy and prepare materials to ensure prompt payment for Technology and Office Services
Manages the Independent Contractor and Fellows Program agreements
Maintain and update all Fellowship and Independent Contractor records in HRIS system
Manages contract renewals for Technology and Office Services
Initiate NetSuite Vendor setup for Finance- including W9, ACH Authorization forms
As directed, ensure proactive communication with staff related to safety/security, parking, emergency preparedness, DC recycling requirements, newspaper subscriptions, etc.
In consultation and coordination with HR, communicate DC office closures: holiday schedule to GMF staff; inclement weather closures; and general DC wide events that may impact employees.
Communicate with staff about scheduled maintenance/renovation; develop and provide instructions as needed.
Update presentation; communicate effectively to staff for emergency preparedness activities and requirements