Project Administrator/Office Manager

5 days ago

Rockville, Maryland, United States Falcon Engineering Corporation Full time
Job Summary

The Falcon Group is seeking a highly organized and detail-oriented Project Administrator/Office Manager to support the day-to-day operations of our office. This role will be responsible for sending proposals, reports, and other deliverables to clients while ensuring the smooth operation of the office.

Responsibilities and Duties:
  • Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
  • Meets and greets visitors as needed and when appropriate, shows them to the conference room, etc.
  • Responsible for timely distribution of proposals, documents or reports being mailed, faxed, e-mailed or overnighted.
  • Coordinates communication and/or tasks between various departments to ensure all deliverables are delivered in a timely manner.
  • Distributes packages; prepares overnight packages. Occasionally delivers to Post-Office / Fed-Ex, etc.
  • Works with Executives on receivables and client project maintenance for billing and account accuracy.
  • Participates in administrative staff meetings. Performs other related duties as assigned.
Essential Functions for Office Management:
  • Manages facilities to assist with safe and smooth operations.
  • Maintains the office condition and arranges necessary repairs.
  • Partner with the C.O.O. and HR to update and maintain office policies as necessary.
  • Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
  • Accomplishes special project results by communicating and coordinating requirements with team, evaluating options, evaluating milestones, and meeting deadlines.
  • Assists all departments and regions as needed.
  • Assists with the day-to-day operations of the office.
  • Assists in the onboarding process for new hires.
  • Manages contract and price negotiations with office vendors.
  • Keeps office equipment operating by following the necessary operating instructions.
  • Assists with new office setups by renting space, establishing utilities, equipment and services.
  • Maintains vendor relationships by responding to requests, providing information and resolving problems.
  • Performs other duties as assigned by management.
Qualifications
  • Bachelor's degree from an accredited four-year college or university in business management or related field.
  • One to two years of experience, and/or training, or equivalent combination of education and experience.
  • Valid United States Driver's License required, as this position may require travel to the post office and/or FedEx.
Skills
  • Proficiency with MS Office (Word, Excel, Outlook).
  • Excellent written and verbal communication skills.
  • Excellent spelling, grammar, and proof-reading skills.
  • Presents in a professional manner at all times.
  • Self-starter with strong multi-tasking and follow-up skills.
  • Ability to prioritize.
  • Good time management skills and proactive approach.
  • Strong attention to detail while maintaining consistent work-flow and meeting deadlines.
  • Ability to work independently as well as part of a team.
  • Excellent customer service skills to represent the organization with clients, affiliates, and outside agencies and to efficiently obtain needed information.
  • Ability to work overtime if needed.

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