Office Manager / Administrative Assistant

EYA Bethesda, Maryland
office manager manager administrative administrative assistant assistant team administrative security management serving maintenance items invoice processing
December 3, 2022
EYA
Bethesda, Maryland

Job Description

Position Summary:

EYA, the premier residential developer in the Washington D.C. Metropolitan Area, is seeking an Office Manager / Administrative Assistant. This person will be responsible for office and facilities management, executive assistant, and reception responsibilities at our corporate office in Bethesda, MD, serving a central role in maintaining an organized, inviting and positive environment for team members and guests.

We are looking for a savvy and even-tempered professional to join our fast-paced team, one who handles multiple responsibilities and competing priorities with poise and kindness. The ideal candidate will have strong organizational and computer skills, acute attention to detail, exceptional follow-through, and the ability to multitask and communicate effectively.

Responsibilities:

  • Serve as primary contact and responsible party for all facilities related inquiries, issue coordination and resolution, and general organization and maintenance to include:
    • Coordinating with the building s property management, facilities repair service, cleaning service, parking service, and concierge.
    • Coordinating with sublet tenants.
    • Ensuring repair, replacement, and maintenance of office furniture, appliances, and other physical items including obtaining approvals and invoice processing.
    • Ensuring new hire office / work space set-up.
    • Maintaining off-site storage to include retrieval of necessary items.
    • Serving as primary contact for office security and alarm services including distribution and tracking of security badges and administration of office security protocols.
    • Coordinating regular clean-up and organization days with external and internal team members.
    • Ensuring overall cleanliness, organization and maintenance of office environment.
  • Perform all front desk responsibilities to include:
    • Sorting and distributing office mail, receiving and distributing packages, serving as primary contact with external mail / package carriers, and maintaining corporate accounts with carriers to include supply replenishment and invoice processing.
    • Maintaining postage machine including reloading postage and invoice processing.
    • Preparing for and greeting guests including contacting appropriate team members while ensuring security procedures.
    • Managing conference rooms to include ordering food for meetings, room/meeting preparation and organizing rooms after use.
    • Managing all office supply orders including monitoring office supply needs, coordinating with the vendors, and tracking invoices.
    • Providing mass mailing and special event support (create labels, organize, label and sort items and gifts, etc.)
    • Maintaining card / recognition services for team members birthdays, anniversaries, special occasions, etc.
  • Act as event coordinator for company events to include vendor research and scheduling, vendor communication and coordination, food and amenity selection, and invoice submission and tracking.
  • Support Information Technology (IT) by cataloging all computer and IT hardware, maintaining the IT equipment inventory log, distributing IT equipment, maintaining the leased IT equipment contracts and submitting service requests, and coordinating with IT Help Desk to assist with conference room IT equipment issues.
  • Administer company Verizon cell phones account including phone replacements and invoice management.
  • Perform executive administrative services for Land Acquisition / Development department, CEO and COO to include:
    • Coordinating and scheduling various meetings and events with external parties to include space and amenity set-up (i.e. food and materials/agenda preparation for in-house events).
    • Collecting receipts and creating expense reports.
    • Maintaining memberships in external organizations to include event and conference sign-up.
    • Handling special material production and distribution (print, bind, special mailings, etc.).
    • Maintaining external contact database and contact lists.
    • Other light administrative support.

Qualifications:

  • College degree with a minimum of 3 years of experience working as an administrative professional, office administrator or other related experience.
  • Very good working knowledge of the Microsoft Office Suite including Excel.
  • General technology knowledge and comfort with computers and IT equipment.
  • Ability to work independently with excellent follow-through to complete tasks well without excessive oversite.
  • Excellent collaboration capability with even-tempered disposition, positive attitude and ability to multitask and handle competing priorities in methodical and calm manner.
  • Excellent organization skills.
  • Excellent verbal and written communication skills.

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