Administrative and Office Support

U.S. Facilities, Inc., a consolidated facility management service, is seeking a qualified professional for our Hampton, VA location to provide executive administrative and office support.

Responsibilities

• Maintain and file documentation and records according to designed policies and procedures.
• Document and facilitate inter-departmental communications regarding Accidents, Claims, or Incidents.
• Support facility badging process for personnel.
• Facilitate disposal of surplus inventory and/or shredding.
• Support fiscal responsibilities of the business coordinator, business office, and front desk receptionist.
• Work with Facility Manager and Program Managers to research needed information for FOIA (Freedom of Information Act) inquiries as assigned.
• Assist with new or exiting employee system access/credentialing.
• Set up meetings for the Facility Manager.
• Assist with weekly report collection.
• Update facility telephone contact lists.
• Update environmental monitoring reports.
• Assist with ordering of inventory in consultation with business coordinator and business office.
• Track and log building keys.
• Provide backup support for the front desk receptionist as needed, including:
  • Greet and welcome all visitors/employees and notify their point of contact of arrival.
  • Receive letters and packages from express mail (UPS, FedEx) and distribute.
  • Retrieve all mail from the mailbox and distribute (except invoices).
  • Date stamp and log all incoming invoices and convey hardcopy to the Business Office for payment processing.
  • Prepare outgoing mail and packages.
  • Monitor and place office supplies orders; upon arrival, stock in the supply closet and/or distribute to the person requesting the item(s).
  • Monitor the Xerox machine and replace/order supplies as needed. Notify help desk of any issues.
  • Notify the Office Manager and open tickets for any work orders needed in the facility.
• Take new hires' photos and forward to Security for badge creation.
• Ensure new hires complete badge forms and attach background clearance information.
• Route badging documents for signatures and processing. Upon receipt of activated badges, notify and convey badges to recipients.
• Key in time sheets and leave requests into the Cardinal system.
• Print vendor reports for manager review and approval, then forward to the vendor with any comments/information supplied by the client.
• Assist Human Resources with candidate interviews.
• Perform any other duties assigned by a supervisor and/or USF Senior Project Manager.

Requirements

• High School Diploma or GED.
• 1-3 years’ experience providing administrative and office support.
• Proficient skills in using Microsoft Office software products (MS Word, Excel, PowerPoint, and Outlook).
• Strong written and oral communication skills.
• Working knowledge of basic accounting principles.
• Valid Virginia Driver’s License in good standing.
• Must be 18 years of age or older.
• Must pass a fingerprint-based Criminal History Records Check (CHRC) prior to employment.
• Must pass a drug screening prior to employment.
• DMV records check is required.

Work Conditions

• 90-day probation period.
• Required VDOT/Industry Training.
• Potential for significant periods of sitting or standing.
• May be subject to short or no-notice work assignments.
• Monitored performance with routine evaluation.
• Occasional interaction with the public/media.
• This position is designated as essential; duties are required during emergency situations, including inclement weather, disaster response, and emergency operations.

Pay

$20.00/hour

Benefits

• Vacation
• Sick Time
• Paid Holidays
• 401-K