Office Coordinator

About the role

This role provides comprehensive administrative, communication, and facilities support to ensure the office runs smoothly and delivers an exceptional experience for employees, clients, and visitors. The Office Administrator coordinates meetings and events, manages office supplies and equipment, supports project documentation and proposals, and actively contributes to a positive and collaborative workplace culture.

Responsibilities

• Assist staff with project and marketing meeting needs, including scheduling, preparing agendas, and assembling meeting materials.
• Maintain control of client meetings and conference room scheduling to ensure efficient use of shared spaces.
• Manage the company calendar, including PTO, teleworking schedules, and company-related events.
• Ensure communication channels operate efficiently to distribute correspondence to internal staff, clients, and vendors.
• Answer incoming telephone calls in a professional manner, determine the purpose of each call, and route calls to the appropriate personnel or department.
• Respond to general inquiries from callers and provide accurate and appropriate information.
• Welcome guests upon arrival, ensure they feel comfortable, and assist them in settling into meetings.
• Prepare proposals, work orders, letters, and other project-related correspondence as directed by leadership.
• Perform research on new projects as directed by leadership to support business development and project planning.
• Order, receive, and maintain office supplies, and ensure the office kitchen is fully stocked at all locations.
• Oversee relationships with building property management and third-party vendors to ensure all office locations are safe, clean, and well maintained.
• Maintain conference room scheduling, cleanliness, and supplies across all locations.
• Receive, sort, and route incoming mail and packages to the appropriate recipients.
• Monitor office equipment and coordinate with vendors to address maintenance and repair needs.
• Assist the HR department with onboarding equipment and supplies for new employees.
• Coordinate print and delivery requests with external vendors and assemble materials for overnight shipping when needed.
• Champion and encourage a positive office work culture through daily interactions and support of company initiatives.
• Maintain a positive working environment by helping to enforce office procedures, rules, and regulations.
• Organize social events for staff to recognize significant achievements and milestones.
• Manage the creation and scheduling of company-wide events, with guidance from leadership, including planning and execution.
• Support company-wide staff development and onboarding oversight by coordinating logistics and communication.
• Plan and execute monthly and quarterly social calendar events that foster engagement and team building.
• Assist with other projects or tasks that move the business forward and support the overall mission of the organization.

Requirements

• Minimum of 2+ years of office support or administrative assistance experience, including ordering office supplies and working with vendors.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using Outlook for email, calendaring, and scheduling.
• Ability to use Excel effectively for tracking, reporting, and organizing information.
• Strong administrative support and clerical skills, with the ability to manage multiple tasks simultaneously.
• High capacity for self-motivation and initiative, with the ability to work independently and proactively.
• Excellent time management skills and the ability to prioritize tasks effectively.
• Customer service orientation with excellent verbal and written communication skills.
• Meticulous attention to detail and strong organizational skills.
• Ability to work well under pressure and meet deadlines.
• Knowledge of Office 365 tools, including Teams and SharePoint.

Qualifications

• Experience with Smartsheet or similar tools for writing or tracking proposals is highly desirable.
• Experience with Deltek Vision and/or Deltek Vantagepoint is an advantage.
• Comfort working in a fast-paced, project-driven environment.
• Ability to build positive relationships with internal teams, clients, and vendors.
• Strong interpersonal skills and a collaborative mindset to support a positive office culture.

Work environment

This position operates in a professional office environment and supports multiple locations. The role is 100% on-site, with daily interaction across teams, leadership, clients, and vendors. The office uses Microsoft Office 365 tools, including Teams and SharePoint, as well as systems such as Deltek Vision, Deltek Vantagepoint, and Smartsheet (where applicable) to manage projects, proposals, and communication. You will work around standard office equipment such as computers, printers, copiers, and phone systems, and you will coordinate with external vendors for office supplies, equipment maintenance, and print and delivery services. The environment emphasizes collaboration, hands-on service, and high-quality work, with a strong focus on client satisfaction and team culture. Professional business attire is typically expected, particularly when greeting visitors and hosting client meetings. The organization values a supportive, team-oriented atmosphere that combines the resources of a larger firm with the personal attention and flexibility of a boutique setting.

Pay

The pay range for this position is $60,000.00 - $70,000.00/yr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Benefits

Client benefits available (details provided via email to candidates).

Schedule

This is a fully onsite position, 100% on-site in Fairfax, VA.

Location

Permanent position based out of Fairfax, VA.