Office Coordinator

Office Coordinator

Clark Water is seeking an enthusiastic and energetic Office Coordinator to join our Sterling office. The ideal candidate is well-organized, adaptable, and an active thinker who always seeks the best approach.

The Office Coordinator must be able to work independently and enjoy the administrative challenges of supporting a diverse team, including senior leadership and multiple departments. In coordination with the leadership team, the Office Coordinator is responsible for overseeing the day-to-day operations and community engagement for the Sterling office.

Responsibilities

• Provide operational and logistical support to the Sterling Office.
• Be the first point of contact for both internal and external parties.
• Deliver exceptional service to all internal and external clients and visitors.
• Organize travel needs and prepare detailed travel itineraries for Clark Water leadership using Clark's travel site Egencia.
• Handle event planning, including involvement with volunteering initiatives, office parties, social events, all-hands meetings, and new hire orientation coordination.
• Inventory, track, and order office and kitchen supplies; ensure the workspace and kitchen are neat, clean, & organized.
• Manage invoicing and expenses via the Coupa system, including VP-level expense reports.
• Assist the estimating team in putting together good faith efforts, bid qualifications, and bid forms.
• Coordinate attendance at industry conferences including booth setup as applicable.
• Drive to McLean to acquire relevant signatures and approvals for estimating bids.
• Assist the estimating team by calling subcontractors and vendors as appropriate.
• Oversee various vendors and related duties including maintenance, mailing/deliveries, office supplies, equipment, furniture, catering, food/beverage, office cleaning, and errands.
• Property Management Liaison. Ensure rent and utilities are being paid, manage access to parking and suite.
• Maintain office security by following safety procedures and controlling access via the reception desk (manage logbook, issue vendor keys).
• Provide an exceptional workplace experience - from answering the main line to greeting someone at the front door.
• Communicate all internal messaging related to the daily operations of the Sterling office and region.
• Handle internal meetings as well as conference room coordination and support.
• Prioritize and manage multiple projects simultaneously.
• Maintain accurate documentation and filing systems.
• Other duties may be assigned, as necessary.

Qualifications

• Experience supporting senior leadership and/or department in administrative capacity
• Undergraduate degree preferred
• Demonstrated ability to 'think on your feet' and solve problems
• Personal confidence and a passion for customer service
• Can-do attitude with superior organizational skills and accuracy
• Ability to maintain confidentiality in all aspects of job responsibilities
• Clear and concise written and verbal communication skills
• Ability to juggle multiple competing priorities under deadlines
• Must be advanced in Microsoft Office applications
• Work overtime to meet business requirements, as needed

The work environment and requirements described below are representative of those necessary for an employee to successfully perform the essential functions of this role.

The Physical Side of the Role: Given that a good portion of your day will be spent at a desk, you should be comfortable with prolonged periods of focused work, whether it's collaborating with colleagues, analyzing data, or developing strategies. The role demands effective communication and sharp visual acuity for reviewing complex documents and performing detailed computer work. While there are times for quiet concentration, you'll also be expected to move actively throughout the office and travel occasionally to various locations, including dynamic construction sites, utilizing different modes of transportation. The ability to lift and move objects up to 10 pounds regularly, and up to 25 pounds on occasion (think a box of files or small office equipment), is also required.

Your Work Environment: Your primary workspace will be in our professional office, which has a typical, quiet-to-moderate noise and light levels. As part of your work, you may also be required to visit active construction sites. These environments are naturally more dynamic and can include exposure to outdoor weather conditions, louder noise, and moving equipment. Your safety is our top priority, and you'll be expected to follow Clark Construction's safety policies and procedures, and all applicable laws, at all locations.

Our High-Performing Culture: This is a demanding, high-performance environment. We are looking for candidates who are energized by challenge, thrive under pressure, and are prepared to do what it takes to achieve exceptional results. Success in this role requires significant commitment, including flexibility to work extended hours, especially during critical project phases or client deadlines. Beyond regular working hours, there will be occasions where business needs require your attention, particularly for time-sensitive matters or emergencies. You are expected to monitor and respond to communications (phone calls, emails, text messages) as required to address these situations effectively. Your ability to manage these expectations and be responsive when critical issues arise is key to your success in this role and our collective success as a team.

A Drug Free Workplace: Clark promotes a drug free workplace. A pre-employment drug "fitness for duty" screening is required, and the company conducts random quarterly drug "fitness for duty" tests.

Clark offers a total compensation package that includes base salary, bonus potential, and a comprehensive benefits package including health/dental/vision benefits, paid time off, retirement/401k, and Company Contribution plan. Additional benefits include life insurance, commuter benefit, short & long term disability, fitness reimbursement, FSA, tuition reimbursement, back-up daycare, tutoring & family support benefits, EAP/Work-Life assistance, and a holiday contribution program. For this role the base salary range is $45,000 - $140,000. Compensation may vary outside of this range depending on a number of factors, including a candidate's education, experience, skills, and geographic location. Base pay is one part of the Total Compensation Package that is provided to compensate and recognize employees for their work.