Business Support, Administrative Services

Location: Washington, DC

Salary: $19.95 - $21.15/hr

This role entails supporting a high-profile client site, with the primary objective of delivering an overall exceptional and unparalleled welcoming experience. The successful candidate will be instrumental in ensuring that client interactions consistently exceed expectations, while fostering a superior standard of service excellence.

Facility Management & Workplace Operations

• Oversee all facilities operations, maintenance, and repairs while managing the front desk and reception area, ensuring a welcoming and professional atmosphere for all visitors and employees.
• Oversight of facilities budget and control expenses, preparing regular financial reports and identifying opportunities for cost savings without compromising quality.
• Coordinate space planning, office moves, and implement energy efficiency programs to optimize layout, minimize disruptions, and reduce environmental impact and costs.
• Conduct daily site walk checklists and optimize operational touchpoints to ensure flawless execution, identify and remediate issues promptly, and create more productive environments.
  
  

Customer Service & Communications

• Provide an exceptional and discreet workplace experience tailored to high-level executives, senators, and congressmen, delivering impeccable service that meets the standards expected in a prestigious environment.
• Develop and maintain strong relationships with executive-level colleagues and VIP visitors, anticipating their needs and ensuring a seamless, professional experience throughout their time in the office.
• Demonstrate impeccable etiquette and protocol awareness when interacting with senior executives, elected officials, and their staff, managing sensitive information and situations with the utmost discretion and confidentiality.
• Coordinate and oversee special arrangements for VIP visitors, including personalized greetings, secure meeting spaces, and any specific requirements they may have.
• Enhance the sense of community and prestige within the workplace by organizing exclusive events and initiatives that cater to the interests and networking needs of high-level professionals and elected officials.
  
  

Workplace Management

• Manage inquiries and issues tactfully and confidently, providing timely and effective solutions while conducting comprehensive daily site walk checklists to ensure flawless execution.
• Meticulously prepare all workspaces, including meeting rooms and collaboration spaces, ensuring they are in 'ready-to-use' condition and all office equipment is functioning properly.
• Proactively liaise with colleagues (FM, Engineering, Project Mgmt.) and vendors to support workspace functionality, coordinating maintenance and improvement projects.
• Monitor and ensure all services are delivered within SLAs and compliant with applicable laws, rules, and regulations, maintaining detailed records of compliance efforts.
• Consolidate and analyze workplace-related issues, identifying areas for quick improvement and developing action plans to address recurring problems while optimizing operational touchpoints.
• Manage and coordinate office layout changes, internal moves, and develop a comprehensive inventory management system for office supplies and equipment.
  
  

Administrative Duties

• Implement and maintain a robust system for auditing and tracking ongoing issues and concerns, providing regular status updates to management and creating detailed reports on recurring issues.
• Manage internal meeting room bookings, provide assistance with technology issues and catering, and administer workplace policies (clean desk, appropriate use of space, etc.).
• Develop and maintain standard operating procedures (SOPs) for various administrative and facility management tasks to ensure consistency and efficiency.
• Coordinate with HR and IT departments to manage onboarding and offboarding processes, ensuring smooth transitions for new and departing employees.
• Manage and update the office's emergency response plan, coordinate drills and training sessions, and oversee the management of office archives and records.
• Additional duties as assigned by Workplace Hospitality Leader, demonstrating flexibility and willingness to take on new responsibilities as needed.
  
  

Hours of Operation

• Role is required for 40 hours per week
• Main business hours are 8am-6pm Monday through Friday
• Standard shifts will range between 7am-7pm
• Business coverage requirements may change
• Overtime or extra shifts are dependent upon business levels
  
  

Experience

• Degree in hospitality or equivalent experience is preferred
• 2 – 4 years prior experience in hospitality, tourism, events operations property management, or related profession
• Experience in a corporate environment is preferred, but not required
  
  

Skills

• Exceptional interpersonal and communication skills, with the ability to interact professionally with all levels of the organization, including C-suite executives.
• Strong analytical and problem-solving skills, with proficiency in facilities management software, building management systems, and Microsoft Office suite.
• Excellent organizational and time management skills, with financial acumen and strong negotiation skills for vendor management and contract administration.
• Knowledge of health and safety regulations, building codes, and facility management best practices, with relevant certifications (e.g., FMP, CFM, OSHA, First Aid, and CPR).
• Ability to maintain composure and make sound decisions under pressure, with multilingual capabilities as a plus.
  
  

Proficiency with Microsoft Office (Excel, Word, PowerPoint, Visio, and Outlook) Customer focused mentality with a passion for hospitality