Office Coordinator

AnaVation LLC; Chantilly (VA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical insurance (employee & depend.

Dental insurance (employee & dependent

Vision insurance (employee & dependent

401k plan with match

Paid leave & holidays

Tuition and training reimbursement

Life and AD&D insurance

Job summary

AnaVation LLC in Chantilly, VA seeks an Office Coordinator to manage office operations, facilities, and events. The role requires flexibility to work evenings and weekends for events and activities at a fast-paced tech office.

Responsibilities include IT liaison for tech support, inventory and swag management, catering coordination, vendor relations, and new hire orientation support. Local candidates only; government clearance may be required.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred
• 1+ years of experience in an administrative, office coordination, customer service, receptionist, or similar support role
• Strong customer service skills with a professional, welcoming, and service-oriented approach when interacting with employees, visitors, vendors, and clients
• Exceptional organizational skills with the ability to multitask and maintain attention to detail in a dynamic environment
• Strong verbal and written communication skills, with the ability to effectively communicate with internal and external stakeholders
• Professional and approachable demeanor, capable of handling multiple tasks while maintaining a positive, solution-oriented attitude
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software and tools (e.g., calendars, spreadsheets, and scheduling systems), MS Teams
• Event planning experience is a plus, with the ability to organize and coordinate logistics for successful employee and organizational events
• Candidates must be local to the Chantilly area or willing to self-relocate, as this position is not eligible for relocation assistance.
• Ability to obtain a US Government Security Clearance

Responsibilities

• Serve as the primary point of contact for all administrative office management matters, ensuring a clean, organized, and efficient workspace
• Greet employees and guests with professionalism and enthusiasm, creating a welcoming and inclusive atmosphere
• Manage workspace logistics, collaborating with the Corporate IT team to ensure all technical support needs are met efficiently and promptly
• Order, track, and maintain inventory of office supplies, snacks, and beverages for the corporate office to ensure workplace readiness
• Oversee the inventory, ordering, and distribution of company-branded merchandise (swag), ensuring timely and accurate fulfillment
• Coordinate catering services for meetings, events, and office gatherings as necessary, ensuring high-quality food and smooth service
• Manage invoices related to office services and supplies, ensuring accuracy and timely processing for payment
• Address facility-related needs, including managing maintenance requests, overseeing security access card distribution, and handling gym membership administration
• Manage office equipment servicing and support, including monitoring functionality and coordinating servicing for printers, copiers, and other office resources
• Maintain and liaise with external vendors, including building management, to ensure operational efficiency and smooth functionality of the office environment
• Assist in planning and executing company events and office activities, such as quarterly communication meetings, holiday gatherings, team-building picnics, employee cultural events, training sessions, and management retreats
• Provide logistical support for meetings, including setting up, maintaining, and breaking down event spaces as needed
• Assist with New Hire Orientations
• Handle special projects and additional duties as assigned, demonstrating flexibility and a proactive approach to evolving company needs and objectives

Skills

Customer service

Communication

Organization

Multitasking

Professional demeanor

Microsoft Office Suite

Scheduling

Education

Associate or Bachelor's degree preferred

Tools

MS Teams

MS Office

Job description

Be Challenged and Make a Difference In a world of technology, people make the difference. We believe if we invest in great people, then great things will happen. At AnaVation, we provide unmatched value to our customers and employees through innovative solutions and an engaging culture.

Be Challenged and Make a Difference In a world of technology, people make the difference. We believe if we invest in great people, then great things will happen. At AnaVation, we provide unmatched value to our customers and employees through innovative solutions and an engaging culture.

The Office Coordinator will oversee various aspects of office management, facilities coordination, and event planning. In this dynamic role, you will uphold AnaVation’s mission and values while enhancing the workplace environment and culture. The ideal candidate should be flexible and proactive, able to assist during regular business hours, evenings, and weekends, when needed, to accommodate events and other activities. This position is based in Chantilly, VA and is not eligible for relocation assistance.

Key Responsibilities:

Office Administration

• Serve as the primary point of contact for all administrative office management matters, ensuring a clean, organized, and efficient workspace
• Greet employees and guests with professionalism and enthusiasm, creating a welcoming and inclusive atmosphere
• Manage workspace logistics, collaborating with the Corporate IT team to ensure all technical support needs are met efficiently and promptly
• Order, track, and maintain inventory of office supplies, snacks, and beverages for the corporate office to ensure workplace readiness
• Oversee the inventory, ordering, and distribution of company-branded merchandise (swag), ensuring timely and accurate fulfillment
• Coordinate catering services for meetings, events, and office gatherings as necessary, ensuring high-quality food and smooth service
• Manage invoices related to office services and supplies, ensuring accuracy and timely processing for payment

Facilities and Vendor Coordination

• Address facility-related needs, including managing maintenance requests, overseeing security access card distribution, and handling gym membership administration
• Manage office equipment servicing and support, including monitoring functionality and coordinating servicing for printers, copiers, and other office resources
• Maintain and liaise with external vendors, including building management, to ensure operational efficiency and smooth functionality of the office environment

Event and Meeting Support

• Assist in planning and executing company events and office activities, such as quarterly communication meetings, holiday gatherings, team-building picnics, employee cultural events, training sessions, and management retreats
• Provide logistical support for meetings, including setting up, maintaining, and breaking down event spaces as needed
• Assist with New Hire Orientations

Special Projects and General Support

• Handle special projects and additional duties as assigned, demonstrating flexibility and a proactive approach to evolving company needs and objectives

Required Qualifications:

• High school diploma or equivalent required; associate's or bachelor's degree preferred
• 1+ years of experience in an administrative, office coordination, customer service, receptionist, or similar support role
• Strong customer service skills with a professional, welcoming, and service-oriented approach when interacting with employees, visitors, vendors, and clients
• Exceptional organizational skills with the ability to multitask and maintain attention to detail in a dynamic environment
• Strong verbal and written communication skills, with the ability to effectively communicate with internal and external stakeholders
• Professional and approachable demeanor, capable of handling multiple tasks while maintaining a positive, solution-oriented attitude
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software and tools (e.g., calendars, spreadsheets, and scheduling systems), MS Teams
• Event planning experience is a plus, with the ability to organize and coordinate logistics for successful employee and organizational events
• Demonstrated ability to embody and champion AnaVation’s culture, mission, and values in a professional, enthusiastic, and engaging manner
• Candidates must be local to the Chantilly area or willing to self-relocate, as this position is not eligible for relocation assistance.
• Ability to obtain a US Government Security Clearance

Benefits

• Generous cost sharing for medical insurance for the employee and dependents
• 100% company paid dental insurance for employees and dependents
• 100% company paid long-term and short-term disability insurance
• 100% company paid vision insurance for employees and dependents
• 401k plan with generous match and 100% immediate vesting
• Competitive Pay
• Generous paid leave and holiday package
• Tuition and training reimbursement
• Life and AD&D Insurance

About AnaVation

AnaVation is the leader in solving the most complex technical challenges for collection and processing in the U.S. Federal Intelligence Community. We are a US owned company headquartered in Chantilly, Virginia. We deliver groundbreaking research with advanced software and systems engineering that provides an information advantage to contribute to the mission and operational success of our customers. We offer complex challenges, a top-notch work environment, and a world-class, collaborative team.

If you want to grow your career and make a difference while doing it, AnaVation is the perfect fit for you!

AnaVation is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.