Administrative and Office Support

Kamin Science Center; Hampton (VA); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Vacation

Sick leave

Paid Holidays

401-K

Job summary

U.S. Facilities, Inc. in Hampton, VA is seeking a qualified administrative professional to provide executive administrative and office support, including financial, HR, and project coordination tasks.

The role covers documentation, front desk coverage, invoicing, badge processing, and inter-department collaboration to keep operations running smoothly. A 90-day probation and basic accounting knowledge are expected.

Qualifications

• High School Diploma or GED required.
• 1-3 years of administrative and office support experience.
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook) and basic accounting.

Responsibilities

• Maintain and file documentation according to policies.
• Assist with front desk reception and visitor handling.
• Support invoicing and bookkeeping activities.
• Facilitate inter-department communications on incidents and HR tasks.
• Coordinate badge creation and security access for new hires.

Skills

MS Word

Excel

PowerPoint

Outlook

Education

High School Diploma or GED

Job description

U.S. Facilities, Inc. a consolidated facility management service is seeking a qualified professional for our Hampton, VA location to provide executive administrative and office support to include, but not limited to, financial, human resources, corporate program support and other tasks as needed. This is to be accomplished on a routine basis as outlined in the following responsibilities:

Duties include:

• Maintain and file documentation and records according to the designed policies and procedures.

• Document and facilitate inter-departmental communications regarding Accidents, Claims, or Incidents.
• Support facility badging process for personnel.
• Facilitate disposal of surplus inventory and/or shredding.
• Support fiscal responsibilities of the business coordinator, business office, and front desk receptionist.
• Assist with new or exiting employee system access/ credentialing.
• Assist in bookkeeping requirements and invoicing.
• Assist with weekly report collection.
• Assist with ordering of inventory in consultation with business coordinator and business office.
• Provide backup support for the front desk receptionist as needed, to include:
• Greet and welcome all visitors/employees and notify their point of contact of arrival.
• Receive letters and packages from express mail: UPS, FedEx, and distribute.
• Prepare outgoing mail and packages.
• Take new hires photos and forward to Security in order to have their badges created.
• Ensure new hires complete badge forms and attach background clearance information. Route badging documents for signatures and processing. Upon receipt of activated badges notify and convey badges to recipients.
• Key-in-time sheets and leave requests into the Cardinal system as necessary.
• Assist with the candidates interviews as requested.
• Provide USF Senior Project Manager with project updates.
• Act as Liaison between Senior Project Manager and VDOT personnel to include USF staff.
• Any other duties assigned by a supervisor and/or USF Senior Project Manager.

Qualifications:

Education:

• High School Diploma or GED

Experience/Skill Sets:

• 1-3 years’ experience providing administrative and office support.
• Proficient skills in using Microsoft Office software products (MSWord, Excel, PowerPoint, and Outlook).
• Strong written and oral communication skills.
• Working knowledge of basic accounting principles.

Work Conditions:

• 90-day probation period

• Required VDOT/Industry Training

• Potential for significant periods of sitting or standing
• May be subject to short or no-notice work assignments
• Monitored performance with routine evaluation
• Occasional interaction with the public/media

Pre-employment Requirements:

• A fingerprint based Criminal History Records Check (CHRC) will be conducted prior to employment.
• Drug Screening will be conducted prior to employment.
• 18 years of age or older
• Virginia Driver’s License in good standing

Compensation:

• $20.00/Hourly
• Vacation
• Sick
• Paid Holidays
• 401-K

NOTE:

This position is designated as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Contract Management will determine when essential positions are required.

Valid driver's license is required. DMV records check is required. Criminal History Records Check and Fingerprint check is required.

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