Office Assistant

Job Description

Job Description

Position Overview

The Office Assistant is an in-office position responsible for maintaining an organized, efficient, and welcoming workplace environment. This role serves as the primary point of contact for office operations, including facility organization, supply management, vendor coordination, employee support requests, office events, and general workplace administration.

The Office Assistant will ensure the office remains fully stocked, organized, and operational while providing administrative support across departments. In addition to managing day-to-day office needs, this role will assist the Business Operations team with Human Resources, Information Technology, Marketing, Vendor Management, and other company initiatives as needed.

Position Requirements

• Experience: Entry-level. 0-3 Years of experience. 
  • Willingness to learn new technologies and be proactive.
• Education: High School Diploma Required
• Work Condition: Full-time and in office. Overtime as needed.
  • Monday & Friday: 7 am - 5 pm
  • Tuesday - Thursday: 8 am- 5 pm
  • This position is primarily based at our Fairfax, VA headquarters. However, occasional travel may be required to support operations across our offices throughout the DMV region. Additional DMV travel may be necessary for vendor meetings, office and company errands, site visits, event coordination, and other business-related functions as assigned.

• Physical Requirement: 
  • Ability to perform a desk-based role, and work at a computer workstation for extended periods
  • Frequent use of a keyboard, mouse, and other computer equipment
  • Ability to maintain focus while performing computer-based tasks throughout the workday
  • Demonstrated basic technical proficiency, including familiarity with standard computer systems and office applications
  • Must be able to lift 20 lbs
• Expectations: 
  • Strong analytical and problem-solving skills 
  • Ability to work independently. 
  • Attention to detail.
  • Strong organizational skills.
  • Excellent verbal and written communication skills.
  • Ability to work under deadlines in a fast-paced environment.
  • Basic understanding of Excel
• Responsibilities: 

Office & Facilities Management

• Maintain a clean, organized, professional, and welcoming office environment, including workspaces, conference rooms, kitchens/break rooms, supply areas, cabinets, and other common areas.
• Serve as a primary point of contact for employee office-related requests, workplace needs, and general office inquiries.
• Greet visitors and assist clients, business partners, employees, and other office guests in a professional and welcoming manner.
• Answer phone calls, respond to emails, and appropriately route or address general inquiries.
• Receive, organize, and distribute incoming mail, packages, and deliveries; assist with outgoing mail, shipping, faxing, photocopying, and other general office services.
• Manage office supply and equipment inventory, monitor stock levels, and order or replenish supplies and materials as needed.
• Monitor office equipment, including printers, copiers, computers, and other workplace equipment, and coordinate service, maintenance, or repairs when necessary.
• Coordinate with cleaning services, maintenance personnel, building management, and other service providers regarding repairs, maintenance, and facility-related requests.
• Maintain workplace safety, security, cleanliness, and organization standards, including securing the office as required, reporting suspicious activity or safety concerns, and ensuring waste and recyclable materials are handled appropriately.
• Maintain and update office policies, procedures, operational documentation, and related records.

Administrative & Meeting Support

• Provide general administrative support, including scheduling appointments, managing calendars, data entry, filing, correspondence, and document preparation.
• Coordinate meetings, conferences, training sessions, and company events, including scheduling, conference room or venue arrangements, travel and logistics, preparation of materials, and other related needs.
• Assist with the setup, coordination, and cleanup of meetings, training sessions, employee events, and other company activities held in the office or at external event locations.
• Create, maintain, and organize electronic and paper files, records, documentation, and other company information.
• Draft, prepare, edit, and format correspondence, letters, reports, presentations, instructional materials, and other business documents.
• Assist with travel arrangements and related logistics as needed.

Business Operations & Cross-Functional Support

• Assist with day-to-day Business Operations activities and provide administrative and operational support across HR, IT, Marketing, Vendor Management, and overall Office Management.
• Support HR with employee onboarding and offboarding, employee communications, training coordination, administrative tasks, workspace preparation, office orientation, and other related activities.
• Support IT-related operations by assisting with equipment tracking, inventory management, employee technology requests, equipment coordination, and other administrative IT needs.
• Support Marketing with event preparation, organization of promotional materials, administrative projects, and other marketing-related activities as assigned.
• Assist with vendor management, including vendor communications, account administration, documentation, contract review and organization, invoice and payment coordination, and maintaining vendor records.
• Coordinate with employees, departments, vendors, and other business partners to support smooth and efficient day-to-day operations.
• Support special projects and company initiatives assigned to the Business Operations department.
• Proactively track assigned tasks and projects through completion, identify potential delays or bottlenecks, coordinate with appropriate parties, and assist in resolving issues to support timely execution.
• Handle confidential and sensitive employee, company, client, and business information with discretion and professionalism.
• Contribute to team and company objectives by assisting with related responsibilities and operational needs as they arise.
• Perform other duties and responsibilities as assigned by the supervisor.

This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.