The Building People, LLC, has a position open for a Administrative Support Specialist. Responsibilities include providing the federal client with professional on-site administrative support to facilitate the operations of existing buildings and new small to large-scale construction projects. Projects may include space upgrades or modification/reconfiguration of spaces to meet the mission needs of clients.

Key Responsibilities:

• Provides general document preparation, editing, and management support for project management and technical staff. Responsibilities may include maintaining repository of contract deliverables; managing an reference/resource library; preparing and monitoring facilities for technical training, teleconferencing, and meetings and other support documents

• Assistance with planning, initiating, and tracking task assignments and associated data to optimize workflow management and prevent work stoppages

• Maintaining a close and highly responsive relationship to the day-to-day administrative activities, and performing various management assistance duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the administrative work environment

• Handling the administrative business, planning, organization, and controlling the clerical aspect of the office including the preparation, communication, coordination, and storage of information /data while maintaining a process of work inside the office within the organization.

• Records/Correspondence management support (includes Executive Correspondence, tracking, formatting, receipt, review, edit, document assembly, delivery, archiving and disposition of documents and records

• Assistance with HQ Consolidation Program (St. Elizabeth’s Campus) Records Manual coordination

• Assistance in Drafting VIP Tour Procedures Kit for the St. Elizabeth’s Program Managers review

• Assistance Managing VIP Tours and assisting with Visitor Access Requests (VAR)

• Arranging local travel (sedans/government vehicles)

• Managing and maintaining calendars

• Maintaining office supplies/property for immediate staff

• Maintaining proper storage and filing of vital records for immediate staff

• Acting as a liaison with Information Technology (IT) Support to ensure that staff have appropriate IT equipment

• Acting as the weekly/monthly Activity Report Coordinator, Virtual Office Coordinator and Organization Chart Coordinator when required

• Responsible for accountability and tracking of IT assets not issued by OCIO

• Generating monthly Progress Summary Reports to be reviewed by the off-site Project Manager and DHS COR

Required Experience & Skills

• A minimum of one year experience providing correspondence management support with skills including written correspondence, general office skills, and front office operations with Microsoft Office Suite 2016 and Internet Explorer

• Utilize SharePoint to assist with tracking, reporting, and logistical support for workflow and processes

• Ability to pass a DHS “suitability” background investigation is a requirement

Required Education

• A High School Diploma or equivalent is required