Administrative Support/Mail & File Management

Longeviti; Arlington (VA); On-site; USD 50,000 - 60,000; Full time

Job summary

Longeviti LLC in Arlington, VA, seeks an Administrative Support/Mail & File Management Specialist with an active Secret clearance and 1-3 years of receptionist or administrative assistant experience to support the USTDA program and administrative functions.

The role includes handling visitors, mail, scheduling, facilities coordination, and general office support, with a focus on professional interactions and secure document handling.

Qualifications

• 1-3 years in professional office as receptionist or admin assistant.

Responsibilities

• Receive visitors and calls, greet and assist professionally; issue visitor badges.
• Arrange local transportation, parking reservations, distribute vouchers and Metro cards.
• Log facilities requests; generate work orders and track closure.
• Coordinate conference room scheduling and meeting arrangements.
• Respond to inquiries and direct to appropriate office.
• Maintain professional reception area.
• Perform other administrative tasks as required.

Skills

Reception experience

Phone and email handling

Mail management

Calendar management

Data entry

Filing

Customer service

Written & verbal communication

Office software proficiency

Education

High School diploma

Higher education preferred

Tools

Office equipment

Job description

THIS POSITION IS INCINCENT UPON CONTRACT AWARD

DESCRIPTION:

Longeviti LLC is searching for an Administrative Support/Mail & File Management Specialist with an active Secret clearance and 1-3 years of experience as a Receptionist or Administrative Assistant to support the USTDA'S program and administrative functions in Arlington, VA.

DUTIES AND RESPONSIBILITIES:

• Receive incoming visitors and telephone calls, greet and assist visitors to the Agency professionally, and issue visitor badges. Visitors and callers may include high-level foreign and U.S. Government officials, Congressional staff members, and senior executives from private businesses.
• Handle a variety of clerical support services for the Agency to include, but not limited to, arranging for local transportation service, making reservations for USTDA's visitor parking, and distributing USTDA parking vouchers and Metro cards; accepting and arranging for the distribution of incoming mail and courier packages; coordinating visitor access with the building security, and the maintenance of visitor's log.
• Receive and log facilities requests into the building management tracking system. Respond to Agency staff submissions for facility-related issues and monitor incoming requests to the shared facilities email account. Generate work order tickets for facility issues and work with the Office of Administration on escalated facilities-related issues. Ensure all work orders are closed out.
• Coordinate conference room scheduling and assist with arrangements of meetings.
• Respond to and/or direct incoming calls/inquiries to the appropriate office or individual.
• Maintain the reception areas ensuring the appearance is well-organized, clean, and presented in a professional manner at all times.
• Perform other administrative support duties as required.

REQUIRED EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES:

• 1-3 years of experience in a professional office environment as a support assistant or receptionist, or equivalent position
• Experience handling phone calls, emails, and mail, serving as the point of contact for internal and external communication
• Ability to ensure appropriate mailing and/or shipping of packages, letters, etc.
• Experience managing calendars, scheduling meetings, appointments, and greeting high level guests
• Experience providing general office support like various administrative tasks, data entry, filing, and customer service
• Experience creating and distributing correspondence, reports, and other documents
• Ability to manage multiple tasks and prioritize effectively
• Ability to manage the receptionist area
• Effective written and verbal communication skills for interacting with various individuals
• Proficiency in office software and equipment
• Ability to maintain records of receipt, mailing dates, and other required information
• Experience collecting, sorting, and distributing incoming mail
• Experience with upkeep and setting up of all conference and training rooms
• Physical ability to move large number of files and/or file boxes

SECURITY CLEARANCE:

• Active Secret

EDUCATION:

• High School diploma required, higher education preferred

SALARY

• TBD

ADDITIONAL DETAILS:

• References will be required by prospective customer agency
• Letter of Intent will be required

SAFETY and HEALTH

Longeviti, LLC, as the employer, herein notifies each employee candidate and hired employee of the enterprise-wide employee requirement to follow and adhere to all Longeviti Occupational Safety, Health, and Environmental (LOSH)-E controls, policies, procedures, standards, rules, regulations, orders, and guidelines as a condition of employment (herein referred to as safety controls) as directed by Longeviti, LLC supervision, management, and administration.

BENEFITS

Longeviti offers a comprehensive and generous benefits package. The Longeviti benefits package includes medical, dental, and vision insurance for the employee and/or their families. Longeviti also includes basic life insurance which includes AD&D plus short- and long-term disability for the employee. Employees may elect to enroll in our company's 401k plan. Employees will also accrue paid time off and holidays. Additional voluntary elections include legal coverage, supplemental accident, critical illness and hospital insurance plans, and commuter benefits.

ABOUT LONGEVITI

Longeviti, LLC is a government contractor specializing in providing professional support services in the fields of information technology, program management, agency administration, and intelligence analysis.

We are a certified 8(a) and small disadvantaged business that excels in the market having earned our status as an ISO 9001 certified provider of services and are rated as CMMI Level 3 Services. Quality and continuous improvement are basic tenets of the organization and giving our staff the tools to make it happen are a trademark. Customer satisfaction is paramount.

Longeviti, LLC is committed to non-discrimination and equal employment opportunity. All qualified applicants will receive consideration for employment without discrimination based on disability, protected veteran status or any other characteristics protected by law.