Front Desk Administrator Arlington, VA Job Details Full-time 11 hours ago Benefits Paid jury duty Stock options AD&D insurance Disability insurance Health insurance Dental insurance Flexible spending account Happy hour Military leave Paid time off Pension plan Vision insurance Employee stock ownership plan Bereavement leave Life insurance Qualifications Access control systems Financial data reconciliation Maintaining an organized workspace Inventory management Catering Greeting customers Processing cash transactions Secret Clearance Purchase order management Mid-level DoD experience Event vendor coordination Administrative experience High school diploma or GED Schedule management Invoice payment processing Coffee experience Receiving shipments QuickBooks Organizational skills Clerical experience Deposits Productivity software Office management Guest services Clean workspace maintenance Escalation handling Procurement management Communication skills Technical Proficiency Account opening Under 1 year Full Job Description Overview Tecolote Research is searching for an Administrative Assistant to join our Administrative Team and help with day-to-day activities for 300+ personnel. Position involves support to multiple locations that primarily include Arlington, VA, Washington, DC, and may include Stafford, VA. Responsibilities In person front desk support for the local management team (DC, VA) and virtual support of office/s in (CA, MD and WA) through the following tasks: Maintain a variety of accounts by observing charges and coordinating charging guidance, contacting vendors to establish requirements or dispute charges, and ensuring that all billings are accurate before following proscribed internal system to prepare and pay for invoices. Utilize established chart of accounts to allocate regular costs and work alongside corporate AP to allocate unusual or irregular costs. Assist with placing large orders such as furniture, etc. Coordinate meeting and social event planning as part of the Administrative Team for multiple offices supported. Research social event vendors and locations for large and small scale events, interface with vendors and key stakeholders, and schedule and coordinate events to include holiday parties, happy hours and retirement events. Coordinate and distribute season tickets to Nationals baseball games, and coordinate larger events as requested. Maintain office equipment by addressing basic technical processes and escalating to IT and Vendors when necessary Purchase office supplies and create purchase orders (PO's). Coordinate with technical, managerial, and administrative staff to assist with the annual LSCD resume data call and format resumes on an ad-hoc basis as needed Upload completed resumes to internal system as required. Utilize standard format to process and complete the Monthly Petty Cash Report at the beginning of each month and review necessary receipts for reconciliation. Distribute petty cash funds for refunds where needed. Collect soda funds on a daily basis to make soda fund deposits at Wells Fargo as necessary. Schedule and maintain meeting rooms, greet guests, answer general telephone line. Control physical security of office spaces by enforcing badging policies and assigning access cards to employees. Ensure visitors and guests follow all internal policy requirements and issue guest badges, access cards, etc. Conduct regular badge and access card audits and report discrepancies to office management and security. Prepare for customer meetings and classes, including IT equipment and moving tables/chairs. Assist with coffee service and/or food coordination, potentially including catering or other food setup. Reset conference rooms after meetings conclude, including removing and shipping IT equipment to vendors Assist with orderly and efficient office operations and escalate requests to building management when necessary. Maintain a clean and presentable office space for staff and guests. Assist with tracking and maintaining company asset logs, and assist with annual and ad hoc inventory requirements. Interface with building management and other parties, to include forwarding fitness center and other building locations. Ad Hoc administrative support functions as needed Assist managers with monthly reports for current/ongoing projects and compile past performance reports as needed Backup Travel Administrator Skills Required Strong attention to detail, demonstrated accuracy, and organizational skills Ability to multi-task and meet deadline requirements Ideal candidate will be an energetic, self-starter with a positive attitude to learn and support a variety of office and administrative operations in a team environment. Excellent oral and written communication skills, proficiency in MS Word, PowerPoint, Excel are required. Take on multiple tasks and challenges, possess the ability to prepare, protect and handle sensitive, personal and company confidential documents and files Be versatile and flexible to address constantly changing priorities with enthusiasm. Work well with all levels of staff and management and follow company policies and procedures. Prior experience with administrative functions preferred. Must be a US Citizen and able to obtain/maintain a secret clearance Education High school diploma required. Full-Time person Entry-Level business On-site Benefits We offer competitive salaries commensurate with education and experience. Health & Welfare Company Paid Major Medical Insurance for employees and family members Dental Insurance for employees and family members Vision Insurance for employees (employee-paid for family members) Group Life Insurance Accidental Death and Dismemberment Insurance Travel Accident Insurance Long-Term Disability Voluntary Short-Term Disability Supplemental Life Insurance Flexible Spending Account (pre-tax deferrals for health care expenses) Retirement Money Purchase Pension Plan - 100% Company funded defined contribution retirement plan. Core Funds available and a self-directed brokerage account option. Employee Stock Ownership Plan - 100% Company funded discretionary contribution. Annual Leave Bereavement Leave Holidays Jury Duty/Witness Leave Military Leave Sick Leave Location Arlington Operations 2231 Crystal Drive Suite 702 Arlington, Virginia 22202-3724 (703) 414-3290 Get Directions Submit Resume Tracking Number: 003-26-7