Office Administrator & HR Assistant

Shelby American, Inc.; Washington (District of Columbia); On-site; USD 59,000 - 63,000; Full time

Job summary

An established industry player is seeking a detail-oriented Office Administrator and HR Assistant to support daily operations and human resources functions. This role is pivotal in managing recruitment, employee engagement, and office logistics within a dynamic team environment. The ideal candidate will possess strong communication skills and a proactive approach to problem-solving. Join a forward-thinking firm committed to making a social impact through effective grant consulting and government relations. This is a fantastic opportunity to contribute to a mission-driven organization while developing your career in a supportive and innovative workplace.

Benefits

401(k) plan

Healthcare benefits

Dental insurance

Life insurance

Long-term disability

Commuter benefits

Flexible vacation policies

Qualifications

• 0-3 years of experience in office or administrative roles.
• Bachelor’s degree preferred in management or HR fields.

Responsibilities

• Manage daily office administration and HR functions.
• Assist with recruitment, onboarding, and employee engagement.
• Oversee office management and logistical support.

Skills

Verbal communication skills

Attention to detail

Project management

Critical thinking

Organizational skills

Education

Bachelor’s Degree in Management, Business, or HR

Tools

Microsoft Office

Adobe

Paylocity

Concur

Office 365

Salesforce

SharePoint

Job description

Description

About McAllister & Quinn

McAllister & Quinn is a federal and foundation grants consulting and government relations firm headquartered in Washington, D.C. We offer our 200+ clients a unique blend of comprehensive grant consulting, strategic advising, and government relations services. Specifically, McAllister & Quinn provides our clients the knowledge and skills to seek federal and private foundation grant opportunities that strategically fit their organization’s priorities. We support our client’s efforts in crafting competitive applications; developing or increasing funding streams through the congressional appropriations process; and facilitating public-private and international partnerships that further their mission.

We are committed to securing funds for our clients that are transformational for the organizations who are awarded them, the people who work at these organizations every day, and the communities that surround them. The social impact of our work drives us daily to succeed in securing funding for our industry clients and is a major component of why we do what we do. We know that our success leads to better outcomes, changed lives, and a more equitable society for generations to come.

Primary Duties & Responsibilities

This role is focused on the daily office administration and general operational support of McAllister & Quinn and supports some human resources functions. This role assists with managing recruitment for employees and interns, employee engagement, regulatory compliance, training and development for employees, as well as coordinating office activities and operations for our in-office and remote workforce. The Office Administrator and Human Resources Assistant reports directly to the Human Resources Business Partner. Competitive candidates must be detail oriented, capable of handling a high volume of logistic coordination, strong ability to anticipate the needs of others, and communicate with our 100+ hybrid in-office/remote staff.

Office Administration Responsibilities:

• Perform all required administrative, logistical, clerical, and facilities maintenance tasks
• Oversee office management, including space planning, managing vendor contracts and relations, security and emergency response planning, and facilitation of all office functions and services
• Maintain an orderly office environment in compliance with HR policies and company culture
• Assist Chief Operations Officer (COO) with annual budget, and other special projects as assigned
• Oversee all firm-sponsored events, providing logistical support and organizational input
• Assist with submitting invoices for payment, and expense reconciliation with Concur software
• Cover the front desk when needed and manage the firm’s incoming calls
• Ensure general management of the office, overseeing operational efficiency, effective communications across all employees, and assisting with operational strategy and implementation

HR Responsibilities:

• Assist with onboarding and integration strategies for new staff and seasonal interns
• Assist HR with recruitment efforts; create and update job descriptions; write and place advertisements; screen and interview candidates; conduct new-employee orientations; conduct exit interviews
• Manage the firm’s intern program and oversee intern activities and performance
• Design, implement, and manage Employee Engagement through recognition and in-person, hybrid and remote activities, initiatives, and assist with staff surveys as directed by the HRBPs
• Recommend new approaches, policies and procedures to effect continual improvements and efficiency of the firm and services provided for staff
• Support HR to maintain firm-wide records and reports in compliance with HR standards. Maintain organizational charts, employee directory, and IT equipment records
• Maintain efficient, productive, and positively cultured office and employee experience

Requirements

Minimum Requirements & Preferred Qualifications

• This position is required on-site in our DC location five (5) days per week
• Bachelor’s Degree with a preference for management, business, or human resources management fields
• 0-3 years' experience in office / administrative roles in a professional setting
• Strong English verbal communication skills via phone, email, and in person interactions
• Advanced proficiency in Microsoft Office, and Adobe, with focus on Outlook, Word, PowerPoint, and Teams
• Flexible and able to work on multiple issues in different areas
• Self-starter who can organize their time to add value to the team with light supervision as part of a hybrid team; “Can do” attitude
• Exceptional attention to detail, emotional intelligence and critical thinking skills
• Ability to troubleshoot problems when they arise and to work independently
• Strong time and project management and planning skills
• Knowledge of HR systems (e.g. Paylocity) and expense reporting systems (e.g. Concur), preferred
• Able to remain in a stationary position during the workday (up to 80%), move about inside the office to access files, cabinets, office machinery, supplies, and carry items to various locations in the office
• Able to lift boxes up to 25 pounds and carry them to locations in the office

Preferred Experience / Qualifications:

• Prior Office Assistant, Human Resources Assistant or Executive Assistant experience, or similar roles
• Comfortable researching new topics, gathering information, and distilling information into solutions-focused recommendations on short timeframes
• Strategic, creative, service oriented, and adaptive professional mindset
• Experience with: Office 365, QuickBooks (online), Salesforce, SharePoint

Compensation and Benefits

• Normal work hours are 8:30 am through 5:30 pm Monday through Friday EST.
• Location: On-site five (5) days per week; Washington, D.C.
• Competitive 401(k), healthcare, dental, basic life insurance, long-term disability, dependent care FSA, HSA/FSA, and commuter benefits.
• Salary commensurate with experience, range for position is $59,000 - $63,000 annual base salary and bonus eligibility.
• Flexible & generous vacation and leave policies.

At McAllister & Quinn, we’re challenging the status quo. When we connect different perspectives, we open ourselves to new possibilities, inspire innovation, and allow us to achieve the full potential of our people. We’re building an employee experience & engagement that includes appreciation, belonging, growth, and purpose for everyone in our team.

Application Instructions

Please submit a cover letter and resume along with your application through our careers page: https://jm-aq.com/careers/. The cover letter should speak about how your education and/or work experiences integrate with the role and why you are the best fit for the position.