Facilities & Office Operations Specialist

Gswell; McLean (VA); On-site; USD 45,000 - 81,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K Match

Paid Time Off

Tuition reimbursement

On-site gym

Childcare option

Flexible work schedule

Job summary

Groundswell in McLean, VA is seeking a Facilities & Office Operations Specialist to oversee the day-to-day life of our onsite headquarters. You will ensure a safe, clean, and professional environment, manage badges and guest access, coordinate vendors, and supervise maintenance and security systems to deliver a consistent experience for employees, visitors, and clients.

The ideal candidate is highly organized, proactive, and service‑oriented, with strong communication skills, the ability to lift

Qualifications

• 3-5 years of experience in office operations, facilities coordination, workplace operations, office management, hospitality, or a related corporate support role.
• Demonstrated ability to independently manage operational issues from identification through resolution with exceptional attention to detail, accountability, and follow-through.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities in a fast-paced environment.
• Experience managing facilities requests, vendor relationships, and office operations.
• Excellent customer service, interpersonal, and verbal and written communication skills.
• Proactive, resourceful, and solutions-oriented with the ability to anticipate needs and resolve issues independently.
• Ability to lift or move office supplies and equipment up to 50 pounds as needed.
• Must be able to work onsite in the McLean, VA office Monday through Friday 8am-5pm ET with a standard 1 hour break. This position is NOT eligible for remote or hybrid work.

Responsibilities

• Serve as the day-to-day face of headquarter on site security.
• Ensuring all guests have badges, access monitored through DataWatch, new hire badge printing, and shipping monitoring.
• Own the day‑to‑day operation, appearance, and functionality of Groundswell's corporate office, ensuring a clean, organized, safe, and professional work environment.
• Conduct regular walkthroughs of the office to proactively identify maintenance, safety, cleanliness, inventory, and operational issues before they impact employees.
• Manage all office maintenance and repairs from identification through resolution, ensuring timely follow-up and completion.
• Serve as the primary liaison with building management, janitorial services, maintenance providers, and other vendors to resolve facilities‑related issues, including HVAC, plumbing, electrical, elevators, parking, fire alarms, and general building maintenance.
• Manage vendor relationships, schedule service visits, monitor work quality, and ensure timely issue resolution.
• Ensure conference rooms, common areas, kitchens, reception spaces, and shared workspaces consistently reflect Groundswell's professional standards.
• Oversee inventory, ordering, and stocking of office supplies, kitchen supplies, and other workplace essentials.
• Maintain kitchen operations, including stocking supplies, operating the dishwasher, and ensuring kitchens and break areas remain clean, organized, and fully functional throughout the day.
• Perform routine maintenance of office amenities, including coffee machines and beverage stations, ensuring they remain clean, stocked, and operational.
• Support workplace improvements, office moves, furniture setup, and other operational projects as needed, requiring the ability to lift 50lbs.
• Provide facilities support for satellite office locations, coordinating vendor services, maintenance requests, parking, kitchen access, badging, and other workplace needs.

Skills

Office operations

Facilities coordination

Vendor management

Customer service

Security awareness

Tools

Microsoft Office

Job description

Who Are We? Groundswell is a premier technology integrator and solution provider, resolutely committed to solving the most complex challenges facing federal agencies today. Our name, Groundswell, represents our commitment to be an unstoppable, seismic change in government. Ours is a small company culture with big company reach and results. Are you ready to be audacious, be bold and drive change at a rapid pace? Join us, where we’ll make a greater impact together.

What You’ll do:

The Facilities & Office Operations Specialist is the primary coordinator of Groundswell's corporate workplace and is responsible for ensuring the office operates safely, efficiently, securely, and professionally every day. This full‑time, 100% onsite position serves as the operational hub of the office, communication point for vendors, and escalation point for issues related workplace operations, physical security, badging, and front desk administration to provide a consistent and quality experience for employees, visitors, and clients. The successful candidate is highly organized, proactive, and service‑oriented with exceptional attention to detail and follow‑through. This individual takes ownership of workplace issues from identification, escalation, follow up and resolution, anticipates operational needs related to lighting, plumbing, cleanliness, guest badging, security access.

Key Responsibilities

Facilities & Workplace Operations

• Serve as the day-to‑day face of headquarter on site security.
• Ensuring all guests have badges, access monitored through DataWatch, new hire badge printing, and shipping monitoring.
• Own the day‑to‑day operation, appearance, and functionality of Groundswell's corporate office, ensuring a clean, organized, safe, and professional work environment.
• Conduct regular walkthroughs of the office to proactively identify maintenance, safety, cleanliness, inventory, and operational issues before they impact employees.
• Manage all office maintenance and repairs from identification through resolution, ensuring timely follow‑up and completion.
• Serve as the primary liaison with building management, janitorial services, maintenance providers, and other vendors to resolve facilities‑related issues, including HVAC, plumbing, electrical, elevators, parking, fire alarms, and general building maintenance.
• Manage vendor relationships, schedule service visits, monitor work quality, and ensure timely issue resolution.
• Ensure conference rooms, common areas, kitchens, reception spaces, and shared workspaces consistently reflect Groundswell's professional standards.
• Oversee inventory, ordering, and stocking of office supplies, kitchen supplies, and other workplace essentials.
• Maintain kitchen operations, including stocking supplies, operating the dishwasher, and ensuring kitchens and break areas remain clean, organized, and fully functional throughout the day.
• Perform routine maintenance of office amenities, including coffee machines and beverage stations, ensuring they remain clean, stocked, and operational.
• Support workplace improvements, office moves, furniture setup, and other operational projects as needed, requiring the ability to lift 50lbs.
• Provide facilities support for satellite office locations, coordinating vendor services, maintenance requests, parking, kitchen access, badging, and other workplace needs.

Security & Office Access

• Act as the primary onsite security representative during normal business hours.
• Ensure all visitors are properly registered, verified, badged, escorted as required, and logged in accordance with company security policies.
• Maintain accurate accountability of all visitors entering and exiting the facility through the visitor management system.
• Monitor the reception area and facility entrance to ensure only authorized personnel gain access to the office.
• Immediately report and elevate suspicious activity, security incidents, or policy violations in accordance with established procedures.
• Administer employee and visitor badges using the DataWatch access control system.
• Oversee parking administration, including employee assignments, visitor validation, and utilization of company parking resources.
• Partner with internal security personnel and building management to support workplace safety and security initiatives.

Front Desk & Workplace Experience

• Serve as the first point of contact for employees, clients, vendors, and visitors, providing a welcoming and professional experience.
• Answer and direct incoming calls, monitor building entry, receive deliveries, and manage visitor reception.
• Support employee meetings, company events, and workplace hospitality by coordinating meeting space, catering, room setup, and event logistics.

Administrative & Operational Support

• Process executive expense reports accurately and in a timely manner.
• Coordinate shipping and receiving of employee equipment, onboarding materials, recognition gifts, company merchandise, and other office shipments.
• Support onboarding activities by preparing badges, workspaces, office access, and other workplace logistics for new employees.
• Perform other operational and administrative duties as assigned.

Required Qualifications

3-5 years of experience in office operations, facilities coordination, workplace operations, office management, hospitality, or a related corporate support role.

Demonstrated ability to independently manage operational issues from identification through resolution with exceptional attention to detail, accountability, and follow‑through.

Strong organizational and time management skills with the ability to prioritize multiple responsibilities in a fast‑paced environment.

Experience managing facilities requests, vendor relationships, and office operations.

Excellent customer service, interpersonal, and verbal and written communication skills.

Proactive, resourceful, and solutions‑oriented with the ability to anticipate needs and resolve issues independently.

Ability to build effective working relationships with employees, leadership, vendors, landlords, and service providers.

Proficiency with Microsoft Office and common workplace technology.

Ability to lift or move office supplies and equipment up to 50 pounds as needed.

Must be able to work onsite in the McLean, VA office Monday through Friday 8am-5pm ET with a standard 1 hour break. This position is NOT eligible for remote or hybrid work.

Must be a U.S. Citizen.

Ability to remain at a designated workstation for extended periods while maintaining continuous attention to visitors, facility access, and front desk operations.

Ability to exercise sound judgment while handling security-related situations involving employees, visitors, vendors, and contractors.

Ability to maintain confidentiality and protect sensitive company information.

Preferred Qualifications

Experience supporting facilities and office operations within a professional services, consulting, or government contracting environment.

Experience administering office security processes, employee badging, visitor management systems, or parking administration.

Experience supporting multiple office locations or satellite offices.

Experience planning and supporting corporate meetings, employee events, or workplace initiatives.

Skills: Certification

Why You’ll Never Want to Leave

• Comprehensive medical, dental, and vision plans
• Flexible Spending Account
• 4% 401K Match (immediate vesting)
• Paid Time Off
• Tuition reimbursement, certification programs, and professional development
• Flexible work schedule
• On‑site gym and childcare option

The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to skill sets, experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. At Groundswell, it is not typical for an individual to be hired at or near the top of the range for their role, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is: $45,083.00 - $80,879.00

NOTE: Groundswell does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Groundswell, and Groundswell will not be obligated to pay a placement fee.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. Read a copy of the Company’s Non-Discrimination Policy Statement.

Additional Resources

EO 13496 Notification of Employee Rights under NLRA

Know your rights: Workplace Discrimination is Illegal

Disability Accessibility Accommodation: If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact us at [e-mail] or 703-639-1777.

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