Our client, an established engineering firm, is looking for an Administrative Coordinator to play a key role in daily operations, providing support in office administration, accounting, facilities management, IT, HR, and marketing. This role will also assist project managers and executives while ensuring smooth office functions and efficient workflows.
This is a hybrid position (4 days a week in their Fairfax office).
Key Responsibilities
Office Administration (35%)
- Serve as the first point of contact for visitors and callers.
- Maintain office supplies, filing systems, and workspaces.
- Provide administrative support, including scheduling and travel arrangements.
- Track licensing information and update company records.
- Manage security access and common area organization.
Human Resources (25%)
- Assist with new hire onboarding, including paperwork and orientation scheduling.
- Maintain employee records and update organizational charts.
- Track employee certifications and licensing compliance.
- Support benefits administration, such as open enrollment coordination.
- Assist in coordinating training sessions and employee engagement initiatives.
Project Administration (25%)
- Set up and maintain project records in the internal system.
- Prepare invoices, proposals, and project correspondence.
- Assist with client communication and report distribution.
IT Support (5%)
- Monitor IT support tickets and assist with troubleshooting.
- Coordinate with external IT consultants and help onboard new employees.
Marketing & Events (5%)
- Assist in creating marketing materials and ordering branded items.
- Help coordinate company events and employee recognition initiatives.
Professional Development (5%)
- Engage in ongoing training and development.
- Contribute to team growth by learning new skills and supporting company goals.
General Expectations:
- Strong communication, organization, and problem-solving skills.
- Ability to multitask in a dynamic environment.
- Maintain confidentiality and professionalism.