Administrative and Office Support

U.S. Facilities, Inc.; Hampton (VA); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Vacation

Sick Time

Paid Holidays

Job summary

U.S. Facilities, Inc. in Hampton, VA seeks an executive administrative professional to provide administrative and office support across financial, human resources, and corporate program functions.

The role will ensure routine operations and communications between departments and front desk activity. The position requires 1–3 years of administrative experience, strong MS Office skills, and solid written and verbal communication abilities.

Qualifications

• High School Diploma or GED is required.
• 1-3 years’ experience providing administrative and office support.

Responsibilities

• Maintain and file documentation and records according to 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 FOIA inquiries as assigned.
• Assist with new or exiting employee system access/credentialing.
• Set up meetings for the Facility Manager.
• Assist with weekly report collection.
• Update facility telephone contact lists.
• Assist with ordering of inventory in consultation with business coordinator and business office.
• Track and log building keys.
• Provide backup support for the front desk receptionist.
• Greet and welcome visitors, receive and distribute mail and packages.
• Date stamp and log invoices and convey to the Business Office for payment processing.
• Prepare outgoing mail and packages.
• Monitor and stock office supplies; replace Xerox supplies as needed.
• Notify help desk of Xerox issues.
• Open tickets for facility work orders.

Education

High School Diploma or GED

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

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.
• Work with Facility Manger and Program Managers to research the needed information for FOIA (Freedom of Information Act) inquiries as assigned.
• Assist with new or exiting employee system access/ credentialing.
• Set up meetings for the Facility Manager.
• Assist with weekly report collection.
• Update facility telephone contact lists.
• Assist with ordering of inventory in consultation with business coordinator and business office.
• Track and log building keys.
• 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.
• Retrieve all mail from the mailbox and distribute except the invoices (mailbox key is in the business office).
• Date stamp and log all incoming invoices and convey hardcopy to the Business Office for payment processing.
• Prepare outgoing mail and packages.
• Monitor and place office supplies orders; upon arrival stock in the supply closet and/or distribute to person requesting the item(s).
• Monitor the Xerox machine and replace and order supplies as needed. Notify help desk should any issues with the Xerox machine occurs.
• Notify the Office Manager and open tickets for any work orders that need to be done in the facility.
• Take new hires photo 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.
• Print vendor reports for manager review and approval, then forward to the vendor with any comments/information supplied by the client.
• Assist Human Resources with the candidates interviews.
• 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:

• 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 Time
• Paid Holidays

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.