Facility Coordinator

5 days ago

Alexandria, United States Infoscitex Full time

Work as a representative of Corporate Services at the DCS Metro Park office and complete duties such as answering and screening calls, greeting guests, maintaining Corporate Service files, responding to customer inquiries, handling correspondence, doing paperwork, and maintaining a professional image.

Essential Job Functions:

Answers all incoming phone calls and routes them to the appropriate person.

Screens all Metro Park visitors/vendors per DCS guidelines and notifies the appropriate person to escort guests inside the facility.

Opens and closes the front office and ensures the lobby/reception area is clean and tidy.

Picks mail from the post office box, sorts and distributes mail, and manages FedEx/UPS deliveries.

Manage creation, release, and tracking of purchase orders with DCS internal source suppliers.

Provides general support for the office, including but not limited to maintaining a record book for phone calls and visitors, monitoring the use of corporate services-related supplies, ordering facility supplies as necessary, maintaining working relationships with vendors, and placing service corporate services-related items as needed.

Act as the contact point for vendors supporting all Corporate Service functions at Metro Park, including planning meetings & events, booking & managing repair and preventative maintenance visits. Maintain a contact list of all DCS Facility contact points and communicate with them on all office requirements about Corporate Services.

Managing conference room schedule, emailing the office conference room schedule daily, managing and updating office lists, and performing notarial duties. Occasionally required to help set up conference rooms for large meetings and place catering orders.

As time allows, provides administrative support for the Director of Corporate Services, including but not limited to printing, organizing files, labeling, scheduling meetings, and other duties as assigned.

Coordinates with vendors/customers on ongoing projects.

Write and distribute emails to Metro Park Staff, correspondence memos, letters, faxes, and forms for important announcements.

Assist in preparing weekly Corporate Service reports by consolidating weekly meeting notes and drafting reports for the Director to review.

Develop and maintain an efficient digital filing system through the SharePoint Portal for all DCS offices.

Update and maintain office policies and procedures related to Travel Credit Card, safety, and risk.

Order Corporate Services office supplies and research new deals and suppliers.

Submits all corporate credit card applications and maintains a reporting system to identify all delinquent cards.

Liaise with the Director of Corporate Services to handle requests and queries from internal DCS clients about Corporate Services functions.

Prepare and submit the monthly rent voucher to the Director of Corporate Services and Finance for all DCS leased properties.

Support the operations of all DCS travel bookings, including planning itineraries, booking flights and accommodations, tracking/managing unused tickets, and coordinating with suppliers of travel service partners.

Required Skills:

Due to the sensitivity of customer-related requirements, U.S. Citizenship is required.

A High School Diploma or GED with at least 7 years of experience is required.

Familiarity with basic office procedures and equipment including, but not limited to: copiers, fax machines, printers, and postage machines.

Must have a high level of P.C. proficiency working with M.S. office products (Word, Excel, PowerPoint), SharePoint, and Deltek.

Must possess a high level of interpersonal and communications skills and be willing to be a team player.

Must have strong problem-solving skills, the ability to stay organized, pay close attention to detail, and the ability to prioritize work.

Must also have the ability to work well under pressure and deliver within required deadlines, often in a fast-paced work environment.

Occasionally required to lift, push, and pull no more than 50LB.

This position is required to be in the office, Monday through Friday.

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