Front Desk/Administrative Assistant in Alexandria, VA at DCS

Date Posted: 7/9/2020

Job Snapshot

Job Description

Work as a representative of corporate services at the DCS Metro Park office and complete duties such as answering and screening calls, greeting guests, maintaining corporate service files, answering to customer inquiries, handling correspondence, doing paperwork, and maintaining a professional image.

Essential Job Functions:

Answers all incoming phone calls and route them to the appropriate person.

Screens all Metro Park visitors/vendors per DCS guidelines, and notifies the appropriate person to escort guest inside the facility.

Opens and closes the front office and ensures lobby/reception area is clean and tidy at all times.

Picks up mail from the post office box, sort and distributes mail, and manages FedEx/UPS deliveries.

Occasionally required to lift, push, and pull no more than 50LB.

Occasionally required to help set up conference rooms for large meetings.

Provides general support for the office including but not limited to: maintaining record book for phone calls and visitors, monitoring the use of corporate services related supplies, ordering facility supplies as necessary, maintaining working relationships with vendors, places service corporate services related items as needed.

Managing conference room schedule, emailing the office conference room schedule daily, managing and updating office lists and performing notarial duties.

As time allows provides administrative support for the Director of Corporate Services, including but not limited to: printing, organizing files, labeling, scheduling meetings, and other duties as assigned.

High level of PC proficiency working with MS office products (Specifically: word, excel, PowerPoint), SharePoint, Deltek.

Must possess a high level of interpersonal and communications skills and be willing to be a team player.

Must have strong problem solving skills, ability to stay organized, play close attention to detail, and have the ability to prioritize work.

Must also have the ability to work well under pressure and deliver within required deadlines, often in a fast-paced work environment.

Assist Director of Corporate services in planning meetings and coordinating with vendors/customers on ongoing projects.

Write and distribute email to Metro Park Staff, correspondence memos, letters, faxes and forms for important announcements.

Assist in the preparation of weekly corporate service report by consolidating weekly meeting notes and drafting report for the director to review.

Develop and maintain an efficient digital filing system through the SharePoint Portal for all DCS offices.

Update and maintain office policies and procedures related to Travel policies Credit Card policies, safety and risk.

Order corporate services office supplies and research new deals and suppliers.

Maintain contact list of all DCS Facility point of contacts and communicate with them on all office requirements pertaining to corporate services.

Maintain the Space allotment on share point and distributes all updated information to DCS finance.

Manage and schedule calendar appointments for the director of corporate services.

Submits all corporate credit card applications, and maintain a reporting system to identify all delinquent cards.

Act as the point of contact for vendors who support all corporate service functions at Metro Park.

Liaise with director of corporate services to handle requests and queries from internal DCS clients pertaining to corporate services functions.

Required Skills:

Due to the sensitivity of customer related requirements, U.S. Citizenship is required.

A High School Diploma plus three to five years of experience is required.

Familiarity with basic office procedures and equipment including, but not limited to: copiers, fax machine, printers, and postage machine.