Admin Analyst (Front Office)

FWI (FedWriters, Inc.)

Arlington (VA)

On-site

USD 65,000 - 75,000

Full time

5 days ago

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Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Long-term and Short-term Disability

Life Insurance

401(k) Plan

Holiday Pay

Paid Time Off

Job summary

FedWriters (FWI) seeks an Administrative Analyst to provide front office support for the OLDCC in Arlington, VA. The role serves as the primary liaison between staff, visitors, and admin teams to ensure smooth operations and excellent customer service.

The successful candidate will manage calendars, coordinate meetings, handle visitor control and office logistics, and support Deputy Directors and senior leadership in a fast-paced government environment.

Qualifications

Active Secret security clearance required.
At least 2 years of experience in administrative/clerical roles.
Proficiency with Microsoft Office Suite.
Strong organizational and multitasking abilities.
Excellent verbal and written communication.

Responsibilities

Greet visitors and manage front desk operations.
Coordinate calendars, meetings, and events.
Answer calls and provide customer service per OPSEC.
Process mail, shipments, and office supplies.
Support Deputy Directors and senior leadership as needed.
Maintain visitor management and access control.

Skills

MS Office

Front office support

Customer service

Communication

Education

High School Diploma

Bachelor's degree

Tools

Kastle Card

Job description

Overview

FedWriters (FWI) is seeking a highly organized and customer-focused Administrative Analyst to provide front office support for the Office of Local Defense Community Cooperation (OLDCC). This position serves as the primary front office representative and liaison between OLDCC personnel, visitors, and administrative support staff, ensuring efficient office operations and excellent customer service. The successful candidate will use Federal and Department of Defense (DoD) resources, systems, and processes to support leadership, coordinate office activities, facilitate meetings, manage visitor services, and maintain seamless administrative operations in a fast-paced government environment.

Work Schedule and Location

Arlington, VA. This full-time position will work Monday through Friday, 8 AM EST to 5 PM EST.

Responsibilities

Front Office & Reception Operations

Serve as the first point of contact for visitors, callers, and stakeholders entering the OLDCC office suite.
Greet and assist visitors while ensuring compliance with visitor management, security, and access control procedures.
Facilitate visitor sign-in/sign-out and coordinate visitor escorts as required.
Maintain a professional, organized, and welcoming reception area.
Monitor security feeds and coordinate with IT and facility personnel to resolve technical or facility-related issues.
Open and close front office and meeting spaces in accordance with agency policies and procedures.

Calendar Management & Meeting Coordination

Manage daily, weekly, and long-range organizational calendars to ensure efficient scheduling and coordination of meetings and events.
Maintain and update the Long-Range Calendar using Microsoft Excel and other government-approved tools.
Conduct daily synchronization reviews and proactively resolve scheduling conflicts.
Coordinate meeting logistics, including room reservations, attendee coordination, agenda distribution, and preparation of meeting materials.
Prepare conference rooms and audio-visual equipment for in-person, virtual, and hybrid meetings.
Distribute read-ahead materials and presentations in advance of meetings.
Attend key meetings to capture updates and support action item tracking.
Provide backup administrative support to Deputy Directors and senior leadership as needed.

Telephone & Customer Service Support

Manage office telephone operations with professionalism and discretion.
Answer, screen, and route incoming calls in accordance with operational security (OPSEC) requirements.
Take accurate messages and forward information to appropriate personnel within established timeframes.
Monitor and respond to voicemail messages promptly.
Provide courteous and effective customer service to internal and external stakeholders.

Mail, Correspondence & Office Operations

Retrieve, process, and distribute incoming mail, packages, and official correspondence.
Coordinate outgoing shipments through USPS, FedEx, and other approved carriers.
Maintain shipping records and tracking documentation.
Monitor office supply inventories and initiate procurement requests as needed.
Verify receipt of supplies and maintain accountability for distributed materials.
Submit and monitor facility work orders to ensure timely resolution of office-related issues.
Serve as the Kastle Card Administrator and support employee access management activities.

Administrative Reporting & Program Support

Attend staff meetings, internal coordination meetings, and agency training events.
Prepare and contribute to monthly status reports submitted to government leadership.
Document completed tasks, accomplishments, metrics, and administrative support activities in both qualitative and quantitative formats.
Identify issues, risks, and process improvement opportunities, and recommend solutions.
Serve as backup Administrative Analyst and Executive Assistant during absences or periods of increased workload.

Qualifications

Minimum Qualifications

Active Secret security clearance (or higher).
High school diploma or equivalent.
Minimum of two (2) years of experience in administrative, clerical, technical, office management, or secretarial support functions.
Proven experience supporting front office, executive, or organizational administrative operations.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong organizational, time management, and multitasking skills.
Excellent verbal and written communication skills.
Strong attention to detail and ability to work independently.
Ability to maintain professionalism and discretion when interacting with senior leaders, government personnel, and visitors.
Demonstrated customer service and interpersonal skills in a fast-paced environment.

Desired Qualifications

Bachelor's degree from an accredited college or university.
Prior Department of Defense (DoD) or Federal Government experience.
Experience supporting executive offices, senior leadership, or front office operations.
Experience managing visitor control systems, access control programs, or facility operations.
Familiarity with government correspondence, scheduling, and administrative support processes.

FWI is an Equal Opportunity Employer, including disability/vets.

Benefits