FAA Building Service Office Administrative Assistant

FAA Building Service Office Administrative Assistant

The Building Service Office Administrative Assistant supports the daily operations of the FAA Building Service Office by performing a variety of administrative and clerical tasks. This role is responsible for issuing PIV badges and verifies credentials to federal employees and contractors in full compliance with FAA regulations and security protocols. Serving as the first point of contact, the Building Service Office Administrative Assistant greets customers, answers incoming calls, responds to general inquiries, and coordinates front desk activities. This role requires strong attention to detail, organization, and the ability to manage routine administrative tasks in a structured office environment. The Administrative Assistant plays a key role in ensuring the efficient and effective operation of the Building Services Office.

This role is part of a federal AbilityOne contract, which mandates that most of the work hours must be carried out by individuals with disabilities. Due to program requirements, this particular position must be filled by a person with a disability.

Essential duties/responsibilities:

• Greet and welcome employees and visitors upon arrival, ensuring a professional and courteous first impression
• Accurately update, enter, and manage employee access credentials, including PIV badge activation and maintenance
• Monitor, assign, create, and close out work order tickets in a timely and accurate manner
• Maintain organized office records and filing systems on a daily, weekly, and monthly basis
• Meet visitors at the security desk and escort them throughout the facility as required
• Process and coordinate visitor announcements in accordance with established procedures
• Respond to general inquiries and provide accurate information in person, via phone, and through email
• Schedule, coordinate, and confirm conference room reservations
• Perform general clerical and receptionist duties, including scanning, filing, and faxing documents
• Maintain office supply inventory, place orders as needed, and ensure the reception area remains organized and presentable
• Safeguard confidential information and maintain quality service in accordance with organizational standards
• Ensure office security by following established safety procedures and controlling access at the reception desk
• Communicate and coordinate effectively with supervisors and other departments to ensure compliance with policies and procedures
• Serve as backup support for offsite mail runs using a company vehicle, as needed
• Perform other related duties as assigned.

This may not constitute an entire list of duties.

Required education and experience:

• Must have the ability to work independently with minimal supervision
• Strong interpersonal and customer service skills
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Experience with clerical procedures and systems, including recordkeeping and filing
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Strong problem-solving abilities with sound judgment
• Excellent multitasking and time-management skills, with the ability to prioritize effectively
• Valid Drivers license
• Ability to successfully pass a background check

Preferred education and experience:

• High school diploma or equivalent required
• Two to three years of experience in an administrative or office support role preferred

Additional eligibility qualifications:

• Working knowledge of standard office equipment and related technology
• Ability to prioritize tasks and take initiative to support workflow demands
• Ability to work effectively with individuals across varying personality types and organizational levels
• Strong organizational skills with the ability to coordinate activities and support operational efficiency
• Ability to exercise sound judgment and initiative in resolving operational issues within established guidelines

Skills and abilities:

• Strong analytical and problem-solving skills with the ability to identify and resolve issues effectively
• Ability to retain information and apply training consistently in daily work activities
• Experience with filing systems and data entry preferred

Tools and equipment used:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and related applications) required
• Experience operating standard office equipment, including fax machines, scanners, and copiers

Physical demands:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to occasionally lift and/or move items weighing up to 15 pounds

Benefit package:

• Medical, dental, and vision insurance coverage
• Paid vacation time
• Paid sick leave
• Health and welfare benefits allowance, which may be used toward selected benefits such as medical, dental, and vision coverage
• 403(b) retirement savings plan

Supervisory responsibility:

N/A

Travel:

Yes

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability status, protected veteran status, or any other characteristic protected by law. BDI is a VEVRAA Federal Contractor.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.