On-site DoD Front Office Coordinator & Scheduler

FWI (FedWriters, Inc.); Arlington (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

FedWriters (FWI) is seeking an Administrative Analyst to provide front office support for the Office of Local Defense Community Cooperation (OLDCC) in Arlington, VA. This full-time, on-site role covers visitor services, calendar management, and coordination of meetings in a fast-paced government setting.

The position requires a Secret level clearance (or higher), strong Microsoft Office skills, and a customer-service oriented mindset to support senior leadership and ensure smooth office

Qualifications

• Active Secret security clearance (or higher).
• High school diploma or equivalent.
• Minimum of two (2) years of experience in administrative, clerical, technical, office management, or secretarial support functions.
• Proven experience supporting front office, executive, or organizational administrative operations.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to work independently.
• Ability to maintain professionalism and discretion when interacting with senior leaders, government personnel, and visitors.
• Demonstrated customer service and interpersonal skills in a fast-paced environment.

Responsibilities

• Serve as the first point of contact for visitors, callers, and stakeholders entering the OLDCC office suite.
• Greet and assist visitors while ensuring compliance with visitor management, security, and access control procedures.
• Facilitate visitor sign-in/sign-out and coordinate visitor escorts as required.
• Maintain a professional, organized, and welcoming reception area.
• Monitor security feeds and coordinate with IT and facility personnel to resolve technical or facility-related issues.
• Open and close front office and meeting spaces in accordance with agency policies and procedures.
• Manage daily, weekly, and long-range organizational calendars to ensure efficient scheduling and coordination of meetings and events.
• Maintain and update the Long-Range Calendar using Microsoft Excel and other government-approved tools.
• Conduct daily synchronization reviews and proactively resolve scheduling conflicts.
• Coordinate meeting logistics, including room reservations, attendee coordination, agenda distribution, and preparation of meeting materials.
• Prepare conference rooms and audio-visual equipment for in-person, virtual, and hybrid meetings.
• Distribute read-ahead materials and presentations in advance of meetings.
• Attend key meetings to capture updates and support action item tracking.
• Provide backup administrative support to Deputy Directors and senior leadership as needed.
• Manage office telephone operations with professionalism and discretion.
• Answer, screen, and route incoming calls in accordance with operational security (OPSEC) requirements.
• Take accurate messages and forward information to appropriate personnel within established timeframes.
• Monitor and respond to voicemail messages promptly.
• Provide courteous and effective customer service to internal and external stakeholders.
• Retrieve, process, and distribute incoming mail, packages, and official correspondence.
• Coordinate outgoing shipments through USPS, FedEx, and other approved carriers.
• Maintain shipping records and tracking documentation.
• Monitor office supply inventories and initiate procurement requests as needed.
• Verify receipt of supplies and maintain accountability for distributed materials.
• Submit and monitor facility work orders to ensure timely resolution of office-related issues.
• Serve as the Kastle Card Administrator and support employee access management activities.
• Attend staff meetings, internal coordination meetings, and agency training events.
• Prepare and contribute to monthly status reports submitted to government leadership.
• Document completed tasks, accomplishments, metrics, and administrative support activities in both qualitative and quantitative formats.
• Identify issues, risks, and process improvement opportunities, and recommend solutions.
• Serve as backup Administrative Analyst and Executive Assistant during absences or periods of increased workload.

Skills

Microsoft Office

Organizational skills

Time management

Verbal communication

Written communication

Attention to detail

Independence

Customer service

Security clearance

Education

High school diploma

Bachelor's degree

Tools

Kastle Card

Visitor management systems

Job description

FedWriters (FWI) is seeking an Administrative Analyst to provide front office support for the Office of Local Defense Community Cooperation (OLDCC) in Arlington, VA. This full-time, on-site role covers visitor services, calendar management, and coordination of meetings in a fast-paced government setting.

The position requires a Secret level clearance (or higher), strong Microsoft Office skills, and a customer-service oriented mindset to support senior leadership and ensure smooth office