Facilities and Security Assistant/Receptionist (Contract)

Airbus US Space & Defense, Inc.; Arlington (VA); On-site; USD 52,000 - 68,000; Full time

Job summary

Airbus U.S. Space & Defense, Inc is seeking a professional to maintain front desk operations, greet visitors, manage calls, and coordinate mail and schedules to keep the site running efficiently and securely.

The role includes security duties and facilities coordination, ensuring compliance with policies and procedures. The position requires attention to detail, organization, and multitasking in a fast-paced environment.

Qualifications

• Requires a high school diploma and related experience.
• Security knowledge and NISPOM familiarity are preferred for handling sensitive information.
• Experience in front desk, reception, and security support is beneficial.

Responsibilities

• Greet visitors, vendors, customers, and applicants and ensure proper sign-in and badge procedures.
• Receive, screen and route telephone calls and maintain records.
• Receive, sort, and direct mail and manage distribution.
• Schedule appointments, meetings, and conferences; open and close front desk.
• Train new relief Receptionists and ensure seamless front desk operations.
• Comply with DoD security policies and communicate procedures to staff and visitors.
• Assist with clearance paperwork and JPAS-related tasks as needed.
• Manage Affiliate Visit Program and communicate approvals or disapprovals.
• Monitor CCTV to identify hazards and protect employees and assets.
• Assist in facility maintenance and administrative tasks to describe work requested.
• Prepare and track work/service orders for maintenance and repair; monitor progress.
• Track keys and electronic key cards inventory.

Skills

Attention to detail

Interpersonal communication

Multitasking

Organizational skills

Education

High School diploma

Bachelor's Degree

Tools

MS Office Suite

Job description

Airbus U.S. Space & Defense, Inc offers advanced solutions to meet the most complex U.S. defense, security, space, and intelligence requirements. Celebrating over 50 years in the US, we remain a trusted government partner, leveraging world-class satellite, laser communication, rotor and fixed wing solutions to help our national security, defense and space focused customers meet their missions.

Airbus U.S. looks to employ a commitment driven team, dedicated to enabling our customer's mission success. We are committed to maintaining a diverse and inclusive work environment and a welcoming and engaging staff. With competitive compensation and superior employee benefits, as well as a commitment to fostering individual career growth, Airbus U.S. is the place where top talent wants to work.

Position Summary

Receive and screen external and internal calls from the main switchboard. Ensure daily operations of front desk so as not to impede business of AIRBUS U.S. through professional demeanor and appearance, regular timely attendance, keeping current on office activities and procedures.

Position Responsibilities

Receptionist: 15%

• Greets visitors, vendors, customers, job applicants, and other visitors and ensure protocols are followed for guest sign-in and badging before allowing visitor entry. Ensure that badges are returned at the end of visits and maintain pertinent visitor records.
• Receive, screen, and route telephone calls and maintain pertinent telephone records.
• Receive, sort, collect, and direct the distribution of incoming and outgoing mail.
• Schedule appointments, meetings, conferences.
• Open and close front desk.
• Train new relief Receptionists.

Security: 40%

• Comply with DoD industrial security policies and procedures in accordance with National Industrial Security Program Operational Manual (NISPOM)
• Communicate security policies and procedures to employees, subcontractors, and visitors and provide guidance and assistance to meet security requirements.
• Assists with execution of typical security-related tasks including processing of clearance paperwork and visitor requests via JPAS.
• Manage AIRBUS U.S.'s Affiliate Visit Program. Receive and process all incoming and outgoing AIRBUS U.S. Affiliate visit requests and communicate the approval or disapproval to the requestor.
• Monitor the Closed Circuit Television (CCTV) security system to identify potential hazards and risks to AIRBUS U.S. employees and assets.

Facilities: 40%

• Assist in conducting facility maintenance requirements and administrative requirements to obtain accurate description of work requested and to determine best course of action.
• Assist in the preparation of work and service orders for maintenance and repair project.
• Track facilities maintenance and repair work requests for services from initiation to closure.
• Assist in the tracking, maintaining and inventorying of keys and electronic key cards.

Other duties as assigned 5%

Education

• Required: High School diploma.
• Preferred: Bachelor's Degree from an accredited college/university desired.

Qualified Experience / Skills / Training:

• Required: High School diploma.
• Preferred: Bachelor's Degree from an accredited college/university desired.

Experience

• Two or more years of experience supporting security, facilities and/or administrative functions.
• Knowledge of the NISPOM and related security requirements or the ability to learn.

Knowledge, Skills, Demonstrated Capabilities

• Position requires attention to detail, excellent organizational follow through and interpersonal communication skills.
• Must be capable handling multiple simultaneous tasks (multi-tasking) under deadline conditions.
• Must be able to work with minimal supervision.

Communication Skills (Spoken, Written, Influencing, Proficiency In Other Languages)

• Excellent interpersonal skills and the ability to work in a fast-paced team environment are essential, as well as the ability to use discretion when handling sensitive personal information.
• Ability to communicate to all levels of audiences.

Technical Systems Proficiency

• MS Office Suite.

Travel Required

• 0% Domestic and International.

Eligibility

• US Citizenship.

Clearance

• Must be able to meet eligibility requirements to obtain and maintain a U.S. security clearance of Top Secret.

Nature Of Contacts

• Role includes moderate communication with internal and external parties on a daily basis.

Physical Requirements

• Onsite: 100%
• Vision: able to see and read computer screen and other electronic equipment with screens, able to read documents and reports.
• Hearing: able to hear to participate in conversations in person and via teleconference or phone and to hear sounds including safety warnings or alarms.
• Speaking: able to speak in conversations and meetings, deliver information and participate in communications.
• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment.
• Carrying: able to carry documents up to 10lbs.
• Lifting: able to lift documents up to 10lbs.
• Pushing / Pulling: able to push and pull small office furniture.
• Sitting: able to sit for long periods of time in meetings, working on computer.
• Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving.
• Standing: able to stand for discussions in offices or on building floor.
• Travel: N/A.
• Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office areas including uneven surfaces.

Equal Employment Opportunity

Airbus provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status, or other legally protected status. In addition to federal law requirements, Airbus complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, demotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training. Airbus expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status.

As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered. Airbus does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice. Airbus reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

By submitting your resume or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus. Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation, or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to [e-mail].

Company Website: www.airbusus.com