Office and Administrative Coordinator

Office and Administrative Coordinator

BBB National Programs is where businesses turn to enhance consumer trust, and consumers are heard.

This role is on-site five days a week in our McLean, VA office.

We are a non-profit organization dedicated to fostering a more accountable and trustworthy marketplace. As the foremost thought leader on industry self-regulation, we are shaping the way that businesses and consumers interact with one another. As the home of U.S. independent industry self-regulation, we are currently operating more than twenty globally recognized programs that have been helping enhance consumer trust in business for more than 50 years.

Your impact as the Office and Administrative Coordinator will support the daily operations of the organization while ensuring a welcoming, well-functioning office environment.

Success in this role requires two qualities that apply across everything it encompasses: exceptional attention to detail and a proactive approach to identifying and resolving issues before they are escalated. Whether supporting the office environment or contributing to operational projects, you are expected to notice what others overlook, act with ownership and initiative, and hold your work to a consistently high standard without being directed to do so.

This position carries equal weight across two distinct functions. Approximately half of the role is operational and project-based, encompassing customer relationship management (CRM) data integrity, supporting organizational and leadership reporting, assisting with vendor compliance, and contributing to projects that advance the efficiency and effectiveness of the organization. The remainder is stewardship of the office environment: maintaining a well-functioning, welcoming workspace, supporting the physical and logistical demands of the office, and upholding that environment to the same standard.

Essential duties and responsibilities include:

Office & Facilities Support:

Serve as the primary point of contact for visitors and incoming calls, creating a welcoming and professional first impression.

Treat the office as your own by actively monitoring all spaces throughout the day for cleanliness, order, and presentation, addressing issues on the spot without being asked. This includes cleaning tasks beyond what building services provide (e.g., wiping down cabinets, appliances, and common surfaces).

Provide meeting and event support, including room scheduling, setup, A/V coordination, materials preparation, and catering arrangements, while ensuring conference and phone rooms are consistently organized and presentation ready.

Manage incoming and outgoing mail and deliveries. Manage office supplies and the employee snack program, tracking inventory, monitoring employee preferences, maintaining minimum stock levels, checking expiration dates, and proactively refreshing selections. This is hands-on, daily work and an expected and valued part of the role.

Coordinate workstation setup for new hires and offboarding logistics when employees depart.

Support management of leased assets and coordinate maintenance needs, following up with building management and vendors to ensure timely resolution.

Develop and maintain an office policy handbook, keeping it current as policies evolve.

Data & Operational Support:

Serve as the organization's CRM data steward, a primary responsibility that spans multiple dimensions: following established data processes, maintaining data quality (e.g., identifying and resolving duplicate records, correcting incomplete entries, and identifying problematic patterns before they compound), correcting outdated contact information, supporting data entry needs across program teams, and analyzing how users are working within the CRM to proactively address gaps and recommend process improvements.

Support programmatic and leadership reporting by coordinating data collection from program teams, compiling and organizing inputs, and delivering accurate, presentation-ready reports on schedule.

Support additional operational projects as assigned, responding to ad hoc needs in a timely manner, exercising professionalism and good judgment.

Must have:

Exceptional attention to detail, applied consistently across data, processes, and operational responsibilities

A demonstrated ability to identify and address issues proactively, without waiting for direction

A strong sense of ownership over the office environment, maintaining consistent standards for cleanliness, order, and presentation

Comfort performing hands-on tasks including restocking, organizing, and storage management as a routine part of the role

Sound judgment and the ability to manage competing priorities and follow through without close oversight

Strong analytical and organizational skills, with the ability to identify patterns and uphold data quality standards

Strong written and verbal communication skills, with the ability to interact professionally with vendors, leadership, and staff

Proficiency in Microsoft Office 365

Bachelor's Degree required

Let us know if you have:

Experience with HubSpot or other CRM platforms

Previous office administration, facilities coordination, or operations experience

What we offer:

At BBB National Programs, we bring a growth mindset as we advance our mission and strive to foster trust, innovation, and competition in the marketplace, while cultivating a team of talented and engaged professionals who seek out new challenges and opportunities to catalyze our progress. We are an inclusive organization, bringing a dynamic environment that supports our employees and the meaningful work we do.

Health & Welfare Benefits: You will be offered a comprehensive plan offering health, dental and vision plans, paid short-term disability insurance, and life insurance.

Financial Well-Being: Build your retirement savings with our 401k plan matching up to 7% of your contributions.

Time Off: You will have flexibility for the time you need off from work. We offer a variety of plans including vacation, personal, and wellness leave.

Wellness: We promote physical and mental wellness by providing a fully equipped on-site fitness center in our offices and an employee assistance program.

Environment: Our modern headquarters in McLean, VA, and our office in New York, NY provide the space for creativity and collaboration, and the technology resources so you can be at your best. We believe that an inclusive workforce is a strength in fulfilling our mission.

BBB National Programs is Great Place to Work Certified and has been named as a Best Place to Work for Working Daughters.

BBB National Programs is proud to be an equal employment opportunity employer.