Office Coordinator Reston, Virginia, United States

Reports To:

Assistant Director of Office AdministrationMuller is a full-service Site Work Contractor based in Northern Virginia. Our unique technology and systems-driven approach has led us to become a leading provider of sustainable civil construction services throughout Maryland, Virginia, and DC.Our new office in Reston is seeking to hire a Full-Time Administrative Specialist to assist in performing diversified clerical duties which may include, but are not limited to:Typing and following up on various correspondenceTracking and completing reports and various documentsGreeting and directing visitorsAnswering head office telephone, taking, and redirecting messagesMailroom duties, organizing, receiving, distributing, and scanning all mail received; assist with outgoing mail as needed.Assist with tracking and reporting of vendor invoicesKeeping inventory and reporting supply orders to Office ManagerComplete management of the reception deskThis role will be 100% administrative support. The ideal candidate will be organized, detail-oriented, possess excellent customer service skills, and overall enjoy the administrative challenges of supporting an office of diverse people.Responsibilities:

Greeting and Welcoming Guests: Receptionists are often the first point of contact for visitors and clients. They greet guests warmly, answer questions, and direct them to the appropriate person or department.Answering and Directing Calls: Manage incoming calls, route them to the correct individuals, take messages, and provide basic information to callers.Managing Correspondence: This includes handling incoming and outgoing mail, emails, and faxes. May also draft and distribute internal communications as needed.Scheduling and Appointment Coordination: Manage calendars for Conference Rooms, and coordinate changes for Conference Rooms if needed.Maintaining Office Supplies: They ensure office supplies are stocked and may place orders when necessary. This includes managing inventory and maintaining relationships with vendors.Handling Administrative Tasks: Receptionists assist with various administrative tasks such as data entry, filing, photocopying, and organizing documents. They may also prepare reports or presentations. Other tasks include researching vendors, contacting or visiting the DMV, and tracking and reporting on water meters.Ensuring Office Security: Receptionists monitor visitor access and maintain office security protocols. They may issue visitor badges and ensure compliance with safety procedures.Reception Area / Building Cleanliness: It's important to maintain the cleanliness of the reception area at all times. This includes keeping the desk area free of clutter and promptly moving delivery boxes away from the reception area. Additionally, ensuring that the furniture around the reception remains clean is essential. When walking around the building, it's crucial to inspect areas for opportunities to improve cleanliness.Administrative Responsibilities:Administrative Support: Administrative positions often provide direct support to the Administrative Assistant Director. This includes filling out applications, calling vendors or jurisdictions, gathering information when needed, and following up with vendors and jurisdictions on various filings previously done.Managing Communication: They handle incoming and outgoing communications on behalf of the organization. This can involve forwarding calls and making calls on the organization's behalf, as well as relaying messages to other team members when received.Help Coordinating Projects and Events: Administrators may assist in planning and organizing events, conferences, or special projects. This can include logistical arrangements, scheduling, and coordinating with vendors or participants.Mail Administration: Handling mail involves various tasks, from delivering it to the correct recipient to scanning and distributing it to other departments, taking responsibility for the mail until it reaches the intended recipient. It's crucial to handle confidential information with care, ensuring it reaches only the authorized recipients.Office Management: This task involves assisting in the maintenance of the building by promptly informing the administrative manager of any issues that arise and collaborating on solutions for building upkeep. It is important to notify management of areas needing improvement so they can be promptly addressed. This proactive approach contributes to overall building improvement and enhances the work environment for all team members.Compensation:

Competitive Salary + Yearly BonusPaid Holidays and VacationHealth, Vision, and Dental Insurance plus additional voluntary plans401K with company matchMuller Inc is an Equal Opportunity Employer and makes hiring decisions solely based on merit.Apply for this job

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