Office Operations Coordinator
The Office Operations Coordinator position is an excellent opportunity for a candidate with administrative experience who wants to learn the inner workings of government contracting. This full time, staff member is an integral member of the team supporting the administrative effort as well as assisting company operations and program managers.
Location: On-site in Vienna, VA
Schedule: Monday through Friday
SAMPLE JOB DUTIES:
- Draft, review, and disseminate reports containing relevant team data and analysis to management and staff
- Synthesize information from Program Managers to make sure it gets into the correct form/calendar/data set.
- Employee Engagement: Draft, review, and send out emails to employees. Correspond with employees with a high level of professionalism and decorum, via phone and email.
- Perform searches in government contract systems and share potential opportunities with business development team
- Support client deliverables, including drafting monthly invoices, reviewing employee timesheets, running monthly financials, drafting weekly and monthly status reports
- Search for, read, and parse Requests for Proposals (RFPs), task orders, and contracts with Program Managers and create internal documents for fulfillment
- Facilitate onboarding new hires, including coordinating set up and distribution of laptop/phone equipment and following all internal new hire procedures.
- Format documents, including Microsoft Word and Excel, with a keen attention to detail
- Manage office calendars with an eye for deadlines and avoiding scheduling conflicts; Conduct searches for new vendors and help manage vendors and payments
- Support company certifications by completing documentation and adhering to company processes and policies.
- Field external phone and email inquiries with professionalism and direct to appropriate staff member
QUALIFICATIONS & REQUIREMENTS:
- Undergraduate degree strongly preferred
- Minimum of four (4) years of experience as an assistant supporting multiple executives or team members.
- A start-up mentality with the ability to innovate workflows and see projects through to completion without supervision
- Handle all tasks with a “can do” attitude and navigate assigned projects to completion with innovation, efficiency, and effectiveness
- Previous experience with invoice creation, tracking, and follow-up
- Ability to engage with staff, employees, government clients, vendors, and partnering organizations with a high level of professionalism and decorum
- Capacity to digest and interpret large amounts of information—having an excellent memory is necessary!
- Ability to work within a team setting, but also be able to complete individual tasks as assigned
- Work well in a high-performing, fast-paced office and is not afraid to ask questions along the way.
- Strong project coordination/management skills
- Excellent verbal and written communication skills.
- Strong knowledge of MS Suite including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint and Adobe Acrobat.
Intelligence Federal is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.
About the Company: Intelligence Federal is a professional services company proving contract staff to the federal government. Our company motto is, “Work hard and be good to people.” We are an 8(a) Certified Small Business and have a 97% GSA Open Rating from our clients. Our Contractor Performance Assessment Reporting System rating (CPARS) & Past Performance Questionnaires (PPQs) are near 100% “Exceptional” across the board, a rare distinction. Our office is headquartered in Vienna, VA. Learn more at www.intelligencefederal.com