Administrative Specialist, Facilities

2 weeks ago

Washington, United States District of Columbia Bar Full time

The Administrative Specialist, Facilities provides administrative support to the Facilities department and is responsible for reception services for the DC Bar headquarters.

**ESSENTIAL DUTIES & RESPONSIBILITIES**
- Serves as the first point of contact for all Bar guests and responds to requests.
- Answers and routes all incoming calls, monitors all activities in the reception area to ensure security and visitor protocols are followed, and records and manages the reception phone messaging program.
- Serves as the Facilities department’s command center and receives facilities requests from Bar staff and dispatches appropriate team members and third-party vendors to resolve requests. Responsible for the creation, execution, management, and reporting of work tickets using Workspeed. Provides real-time responses to internal clients.
- Coordinates guest access control for the Member Connection Suite program as well as the 3rd floor Wellness Room.
- Secures the 3rd floor daily.
- Assists the Facilities team with 3rd floor AV assistance and hospitality.
- Provides support in emergency preparedness efforts.
- Manages and orders office supplies.
- Provides purchase order training.
- Processes Concur Reports.
- Processes monthly invoicing and reports for UBER and Verizon Business Accounts, assists with studio contracts and invoicing, and reviews facilities invoices in NetSuite and approves for payment.
- Maintains and updates the DC Bar Certificate of Insurance requirements for vendors, the front desk manual and the Ring Central phone system manual.
- Trains staff to cover the front desk.
- Receives legal summons or court filings directed to the DC Bar.
- Performs other duties as assigned.

**MINIMUM QUALIFICATIONS**
- Must be fully vaccinated for COVID-19 (i.e., at least 2 weeks after last dose) and have received at least one COVID-19 booster shot and, if hired, present proof of vaccination by start date.
- Prior relevant experience.
- Proficiency in Microsoft 365.
- Demonstrated commitment to valuing diversity and contributing to an inclusive working environment.
- Excellent oral and written communication skills.
- Must be detail oriented and deadline driven. Able to multi-task and work in a fast-paced environment. Excellent interpersonal and customer service skills. Must work well in a team environment and be able to interact with Bar members, volunteers, vendors, the public and Bar employees.
- Must work well under pressure, possess excellent organizational abilities, and able to manage several priorities in a day.
- Must be adaptable, creative, and self-motivated.
- Ability to handle and maintain the confidentiality of highly sensitive information.

PREFERRED QUALIFICATIONS
- Associate’s degree.
- Experience working in a membership association, a similar nonprofit organization, or law office.

This is an in-person position.

This is not an attempt to list all essential functions of this position. Job duties may change over time based on organizational/department needs.

The D.C. Bar is proud to be an Equal Employment Opportunity employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law.

As part of the accommodation process, we will conduct an individualized interactive process and may ask you for additional information. Additionally, any final hiring decisions or start dates may be delayed while the accommodation review process is ongoing if the individual is unable to begin work without the requested accommodation.

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