Sr Administrative Services Coordinator

Location: Alexandria, VA

About the role

HGA is seeking a Senior Administrative Services Coordinator who thrives at the center of it all. In this pivotal role, you’ll be the go-to resource for employees, visitors, and vendors—keeping our office running smoothly and our workplace welcoming. From managing daily operations to providing broad administrative support across the organization, you’ll help create an environment where people can do their best work.

Responsibilities

• Office Operations & Coordination:
  • Coordinate daily office services activities and support, including overflow projects from the Administrative Services Manager.
  • Handle requests and resolve issues via phone, email, or walk-ins, escalating concerns to management when appropriate.
  • Greet guests in a professional, friendly, hospitable manner; determine nature of business and announce visitors to appropriate personnel.
  • Ensure visitor area/Reception is always warm and welcoming.
  • Serve as the purchasing contact for hospitality, building, and PPE supplies.
  • Support the Admin Services Manager in maintaining inventory of all facilities-related supplies and proactively ensure tools and resources are readily available.
  • Act as the catering liaison for ordering, event preparations, setup, and breakdown.
  • Maintain office storage, kitchen, and common areas to ensure a safe and organized space; stock office supplies throughout.
  • Develop content for various media in various forms, including graphics, charts, and links; work with the Office Services team for support.
  • Receive all incoming deliveries and mail, sign for them as needed, and manage office supplies, incoming/outgoing mail, and package distribution.
  • Handle all plotter printing, scanning, and archive requests, sending off-site as needed.
• Administrative Support:
  • Utilize and maintain records associated with the departmental corporate credit card, including organization of receipts and backup related to expense reports.
  • Work with the Manager, Finance or Administrative Coordinators to code, obtain approvals, and document receipts for all company credit cards.
  • Review and maintain files, records, inventory, and database systems; coordinate records retention activities.
  • Maintain calendars for the department including service and events; organize daily/weekly/monthly internal and external meetings, anticipating conflicts and solving scheduling issues.
  • Lead, maintain, and report on special projects assigned by the leadership team.
  • Perform and facilitate a wide variety of complex and confidential executive duties and projects pertaining to the responsibilities of the department's leadership team.
  • Train department employees in daily job responsibilities.
  • Research, develop, and recommend changes in office and departmental operating processes and procedures to include improvements in workflow, office procedures, equipment, and documentation.
  • Demonstrate the ability to handle confidential information with integrity and discretion.

Requirements

• Experience in an administrative or office services role.
• Excellent communication skills, both written and verbal, to effectively interact with colleagues, customers, and vendors.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities effectively, and be detail-oriented.
• Proficiency in office software, including word processing, spreadsheet, and database programs (e.g., MS Office Suite).
• Ability to identify and resolve issues independently while exhibiting strong problem-solving skills.
• Ability to provide friendly and helpful service to customers and staff.
• Ability to operate postage meters, shipping systems, and similar equipment.
• May be required to bend, crawl, and lift up to 50 lbs on a frequent basis for multiple office locations.

Preferred Qualifications

• Supply management experience.
• Tracking budget expenses experience.
• Inventory control experience.
• File management and inventory experience.
• Service industry (or related field) experience.

Pay

Salary Range: $32.00 - $39.66/hour depending on qualifications and experience.

Benefits

Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include:

• Annual bonus and success sharing bonus program.
• 401(k) guaranteed contribution.
• Paid parental leave.
• Medical, dental, and life insurance plans.
• PTO and short- and long-term disability programs.

Schedule

This role requires being onsite 5 days a week.