Office Operations Coordinator (Administrative Assistant II)

Office Operations Coordinator (Administrative Assistant II)

Concurrent Technologies Corporation

Crystal City, VA

This is a 100% onsite role located in the Washington, D.C area at CTC's Crystal City, VA office. Candidates must be in the Washington, DC area or willing to relocate.

CTC is seeking a highly organized and proactive Office Operations Coordinator to support our Crystal City office and client teams. This role is ideal for recent graduates or early-career professionals interested in gaining exposure to government contracting and program management. In this role, you will balance office operations with administrative support, gaining critical skills in project coordination, stakeholder engagement, and office management. The role requires strong business acumen, sound judgment, and the ability to operate with discretion while managing competing priorities in a fast-paced, mission-driven environment. The Office Operations Coordinator serves as the primary point of contact for the office, providing onsite support and oversight of daily office operations, while providing administrative support to the client teams under CTC's Energy, Resilience, and Sustainability division.

To be successful in this role, you should be an engaging, detail-oriented team member and trusted partner, capable of anticipating needs, solving problems with confidence, and ensuring seamless operations, team effectiveness, and stakeholder satisfaction. As part of this role, you will have access to training, mentorship, and opportunities to learn about government contracting and client team operations.

Key Responsibilities:

You will balance day-to-day office operations with high-level administrative support for our client teams, with the overall goal of fostering a positive, organized, and engaging office culture. Your work breakdown will be approximately:

• Office Coordinator (50%)
• Oversee daily office operations, including greeting visitors, managing deliveries, and ensuring an organized workspace, to ensure a seamless and professional environment
• Manage front desk operations, mail distribution, visitor experience, and office coordination
• Partner with internal teams (e.g, HR, IT, Finance) to ensure alignment across operations and initiatives, and support staff onboarding
• Plan and execute internal meetings, leadership offsites, and company events
• Execute daily opening and closing procedures for the office.
• Manage inventory for office supplies and pantry items
• Set up office computer equipment and trouble shoot basic issues
• Support office budget tracking, purchase orders, and expense management
• Act as the primary point of contact for building management, vendors, and facilities maintenance
• Administrative Support (50%)
• Provide general support such as document preparation, filing, and research.
• Support various departments with ad-hoc projects, data entry, and meeting preparation
• Make travel arrangements to ensure trips are well organized and coordinated
• Coordinate board meetings, leadership meetings, and other internal and external stakeholder engagements
• Processes expense reports, invoices and purchase requisitions, compile data for program and financial reports.
• Drafts, edits, and distributes internal and external communications.
• Other duties as assigned.

Basic Qualifications:

• Associate's degree in related field and 2-4 years' experience in an office environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams)
• Comfortable working independently, prioritizing effectively, and adapting to changing needs
• Ability to review documents, create spreadsheets and define/communicate problems to management
• Capable of managing equipment, inventories, and procurement coordination
• Strong organizational, communication, and documentation skills with high attention to detail
• Demonstrated ability to manage sensitive information with discretion and professionalism

Preferred Qualifications:

• Bachelor's degree in related field.
• Ability to apply reasoning to solve practical problems and to interpret instructions furnished in written, oral, or diagrammatic form
• Expressed interest and knowledge of energy, resilience, and sustainability issues
• Exceptional organizational, project management, and multitasking skills
• Desire to acquire new skills
• Experience in a fast-paced, high-growth, or mission-driven organization

Physical and Mental Demands:

• Regularly or frequently sitting, talking, hearing, grasping, touching, walking, reaching with hands/arms and performing repetitive wrist, hand and/or finger movements.
• Sedentary work exerting up to 10 pounds of force.
• Clarity of vision at 20 inches or less to type documents, read and use a computer.
• Concentrated attention to proofread documents, create spreadsheets, etc. and application of principles of logical thinking and reasoning to define problems, collect data, establish facts, and draw valid conclusions.
• Apply reasoning to solve practical problems and to interpret instructions furnished in written, oral, or diagrammatic form.

Work Environment:

• Moderate noise level (i.e., computers, printers, etc.).
• Indoor temperature-controlled office environment.

Why CTC?

• Our teams at CTC are passionate and thrive on collaboration in a high-paced team environment
• When we encounter a difficult problem, we have a variety of talented and diverse employees that work together to solve the toughest challenges
• Competitive salary and benefits package
• Although our work at CTC is extremely important, we also recognize the need for our employees to maintain a proper mix of work and personal life
• Visit to learn more

Join us! CTC offers exceptional career growth, cutting edge technology, educational opportunities, and recognition for quality work.