Office Coordinator

Title: Office Coordinator

Type: Full time, Exempt

Location: Reston, Virginia 

Reports To: Assistant Director of Office Administration

Muller is a full-service Site Work Contractor based in Northern Virginia. Our unique technology and systems-driven approach has led us to become a leading provider of sustainable civil construction services throughout Maryland, Virginia, and DC.

Our new office in Reston is seeking to hire a Full-Time Administrative Specialist to assist in performing diversified clerical duties which may include, but are not limited to:

• Typing and following up on various correspondence
• Tracking and completing reports and various documents
• Greeting and directing visitors
• Answering head office telephone, taking, and redirecting messages
• Mailroom duties, organizing, receiving, distributing, and scanning all mail received; assist with outgoing mail as needed.
• Assist with tracking and reporting of vendor invoices
• Keeping inventory and reporting supply orders to Office Manager
• Complete management of the reception desk

This role will be 100% administrative support. The ideal candidate with be organized, detail oriented, possess excellent customer service skills and overall enjoys the administrative challenges of supporting an office of diverse people.

Disclaimer: The following description has been designed to indicate the general nature and essential responsibilities of work performed by employees within this classification. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required.

Responsibilities:

Receptionist Responsibilities:

1. Greeting and Welcoming Guests: Receptionists are often the first point of contact for visitors and clients. They greet guests warmly, answer questions, and direct them to the appropriate person or department.
2. Answering and Directing Calls: Manage incoming calls, route them to the correct individuals, take messages, and provide basic information to callers.
3. Managing Correspondence: This includes handling incoming and outgoing mail, emails, and faxes. May also draft and distribute internal communications as needed.
4. Scheduling and Appointment Coordination: Manage calendars for Conference Rooms, and coordinate changes for Conference Rooms if needed. 
5. Inventory Management: They ensure office, kitchen, and common area supplies are stocked and may place orders when necessary. This includes managing inventory and maintaining relationships with vendors. This also includes inventory management of PPE. 
6. Handling Administrative Tasks: Receptionists assist with various administrative tasks such as data entry, filing, photocopying, and organizing documents. They may also prepare reports or presentations. Other tasks, include research vendors, contacting or visiting the DMV, water meter tracking and reporting. 
7. Ensuring Office Security: Receptionists monitor visitor access and maintain office security protocols. They may issue visitor badges and ensure compliance with safety procedures.
8. Reception Area / Building Cleanliness: it's important to maintain the cleanliness of the reception area at all times. This includes keeping the desk area free of clutter and promptly moving delivery boxes away from the reception area. Additionally, ensuring that the furniture around the reception remains clean is essential. When walking around the building, it's crucial to inspect areas for opportunities to improve cleanliness.

Administrative Responsibilities:

1. Administrative Support: Administrative positions often provide direct support to Administrative Assistant Director. This includes filling out of applications, calling vendors or jurisdictions. Gathering information when needed. Following up with vendors, jurisdiction on various filings previously done. 
2. Managing Communication: They handle incoming and outgoing communications on behalf of the organization. This can involve forwarding calls and making calls in the organization behalf. Relating message to other team members when received.  
3. Help Coordinating Projects and Events: Administrators may assist in planning and organizing events, conferences, or special projects. This can include logistical arrangements, scheduling, and coordinating with vendors or participants.
4. Mail Administration: Handling mail involves various tasks, from delivering it to the correct recipient to scanning and distributing it to other departments, taking responsibility for the mail until it reaches the intended recipient. It's crucial to handle confidential information with care, ensuring it reaches only the authorized recipients
5. Office Management: This task involves assisting in the maintenance of the building by promptly informing the administrative manager of any issues that arise and collaborating on solutions for building upkeep. It is important to notify management of areas needing improvement so they can be promptly addressed. This proactive approach contributes to overall building improvement and enhances the work environment for all team members.

Compensation:

• Competitive Salary + Yearly Bonus
• Paid Holidays and Vacation
• Health, Vision, and Dental Insurance plus additional voluntary plans
• 401K with company match
• Company phone, computer

Muller Inc is an Equal Opportunity Employer and makes hiring decisions solely based on merit.