Overview
Office Coordinator Jobs in Vienna, VA at IBTCI
Full Job Description
About Us:
International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over 100 countries and implemented over 300 projects. IBTCI serves government agencies, private sector companies, and several donor agencies. IBTCI specializes in institutional support and monitoring, evaluation, research, and learning (MERL) across many areas and sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.
Job Title:Office Coordinator
Department/Location:Vienna, VA
Reports To:Senior International HR & Benefits Manager
Type:Regular Full-Time
Classification:Non-Exempt
Overview:IBTCI is on the lookout for a proactive and dedicated Office Coordinator to join our team. The ideal candidate is someone who thrives in a fast-paced environment, exhibits a strong work ethic, and approaches tasks with assertiveness and a sense of urgency. This role is based in our Vienna, VA office and is available for immediate start(currently in Hybrid mode, going to office twice a week).
Responsibilities:
Essential Duties/Tasks and Responsibilities:
Act as the primary liaison for all matters related to property management and office facilities, ensuring a smooth and efficient workspace.
Tracks, monitors and follows up on projects and action items, ensuring completion of tasks in a timely manner. Includes all requests made by our employees regarding office cleaning, light fixtures, bathroom issues, supply and kitchen rooms maintenance, etc.
Ensures the kitchen is properly stocked with fresh coffee and tea. Ensure napkins, paper towels, sweeteners are readily available for our employees.
Orders supplies, ensuring appropriate supplies inventory levels at all times. Listen to requests from employees to order different types of supplies.
Tracks IBTCI supplies like heaters and electric hole punch machines, so they are available for use at all times.
Promotes activities that enhance operational procedures. Create and maintain a pleasant work environment.
Reconciles and coordinates Corporate Credit Card invoice
Provides administrative support to HR including answering incoming phone calls, greeting visitors and distributing mail.
Updates and maintains staff telephone list.
Coordinates all support logistics for meetings and celebrations including meals, division retreats, operations summit and holiday party and other meetings.
Creates and implements employee engagement and morale booster initiatives such as, birthday and anniversary programs, gift cards, holiday reminders, event invitations
Prepares the new hire SWAG bags and marketing materials
Assists in administering administration Educational / Professional Development reimbursement Program
Coordinates and order business cards
Maintains the seating chart and name plates in the office
Other administrative duties as assigned from Security Department, (if HR will have) such as travel log
Assists with the coordination for ISO 9001
Assist in managing all packages, mail and shipments
Maintains IBTCI Health and Safety Equipment (fire extinguishers, Defibrillator and First Aid Kits).
Assists executives with administrative support including executive level calendars.
Maintains all conference rooms including fixtures and fittings.
Serves as the point of contact for th…
Title: Office Coordinator
Company: IBTCI
Location: Vienna, VA
Category:
