Job Opening: Administrative Services Coordinator – Washington, DC

Job Summary

The Admin Service Coordinator greets visitors, places service calls on equipment and supplies, oversees department records and filing system and coordinates facilities and space planning for operations.

Essential Duties and Responsibilities

  • Prepare and administer department budgets and contracts for services and capital purchases.
  • Prepare reports on time, space, personnel, equipment, material, and cost of recommended solutions for the effective use of office space, furniture, equipment, forms, and supplies.
  • Serve as point of contact regarding questions/requests for work to be performed at building sites and other issues related to lease facilities.
  • Coordinate telecommunications installations and the logistics of staff moves.
  • Ensure building management provides agreed upon maintenance, services, supplies, and equipment.
  • Coordinate minor systems furniture installations, reconfigurations, and/or ergonomic adjustments as needed.
  • Effectively communicate and manage relationships with general public, staff, vendors, area offices and consultants.
  • Coordinate and delegate staff projects and responsibilities
  • Prepare all required documents including project budget justifications, business case, space requests, space calculation worksheets, cost estimates, cost/benefit analyses, exhibits and supporting documents.
  • Process incoming and outgoing mail.
  • Manage conference room schedule efficiently, especially during peak periods of meetings and events.
  • Coordinate set-up and break down for meetings and in-house seminars.
  • Coordinate set-up and break down for contractual events hosted in the CKC Rental Space. Monitor supplies and reorder when necessary.
  • Respond to requests for publications and mail appropriate materials.
  • Manage inventory of company branded products; track and monitor sales and stock.
  • Negotiate, interview and secure contractor’s vendors/ suppliers and best services and rates
  • (UNCF Fund Store).
  • Process invoices and staff expense reports.

Education and/or Experience

  • High school degree required.
  • An Associate’s degree (A. A.) or equivalent from two-year college or secretarial school diploma with stenography courses is desirable.
  • A minimum of 3-5 years administrative assistant experience required.

OTHER SKILLS AND ABILITIES

  • Excellent phone etiquette and professional demeanor.
  • Strong organizational, interpersonal, and listening skills.
  • Proficient use in Microsoft Word and Internet.
  • Ability to type 50 words per minute.
  • Create and edit documents using Power Point, Excel, and Word.

PHYSICAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms.
  • The employee frequently is required to talk or hear.
  • The employee is occasionally required to stand and walk.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision, and distance vision.

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