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Office and Facilities Coordinator

2 months ago

Washington, Washington, D.C., United States Atlantic Council Full time

About the Role

The Atlantic Council is seeking a highly skilled and experienced Facility and Office Manager to oversee the efficient operation of our office space and facilities. This role requires a unique blend of administrative, operational, and facilities management expertise to ensure a safe, productive, and well-maintained environment for our staff and visitors.

Key Responsibilities

  • Facilities Management:
    • Liaise with building management and security to ensure best-in-class environment for employees and guests.
    • Develop and implement preventive maintenance schedules to ensure the longevity and functionality of office equipment and facilities.
    • Support logistical aspects related to event security.
    • Work closely with Events and Audiovisual teams to ensure event spaces are maintained and fully functional.
    • Conduct regular inspections to identify areas for improvement and address any safety hazards promptly.
    • Serve as the primary point of contact for facility-related issues and requests.
  • Office Operations:
    • Maintain a clean, organized, and welcoming office environment.
    • Monitor and maintain optimal inventory levels to meet organizational demands, anticipating restocking needs while minimizing excess or obsolete inventory.
    • Collaborate across the organization to forecast demand, coordinate inventory movements, and address inventory-related issues.
    • Project-manage and coordinate logistics for upcoming major office move.
  • Administrative Assistance:
    • Manage vendor relationships and invoice payment for central services, using relevant systems.
    • Oversee timely processing of credit card reconciliations and expense reports.
    • Support Director, Operations in developing and tracking Operations budgets.
    • Provide back-up for the Receptionist as needed; greet and direct visitors in a professional, friendly, and hospitable manner.
    • Other duties may be assigned to meet business needs.

Requirements

  • Bachelor's Degree or higher preferred.
  • Outstanding communication and interpersonal abilities.
  • Familiarity with office and facility management procedures and basic accounting principles.
  • Minimum 2-3 years of customer service, facility management, and administrative experience.
  • Ability to multi-task in a fluid environment.
  • Strong, demonstrated experience with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
  • Ability to work independently on assigned tasks as well as to accept direction on given assignments.
  • Excellent organizational, logistical, and administrative skills.
  • Professional appearance.
  • Ability to move equipment weighing 50 or more pounds.
  • Experience managing, coordinating, or assisting with a significant office move preferred.
  • This position may be required to work evenings, weekends, and other non-standard work hours as needed.
  • This position is not eligible for remote work as duties require physical presence at the office.
  • Interest in international relations or international policy is a plus.