Administrative Support Specialist
Washington, DC
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As a recognized leader in real estate and facilities services, The Building People provides innovative solutions that integrate technology, buildings, and people through strategic thought leadership and expertise. We enhance our customers’ ability to build a culture that optimizes performance in the built environment.
Our strategy leads clients towards the future of facilities through a connected real estate model that propagates new norms to deliver organizational efficiency, sustainability, and savings. Real estate and the facilities landscape are changing. Join us, and we will lead this change together.
Our top priority is hiring and retaining top talent in all areas of our organization. At The Building People, our goal is to foster integrity and a work culture that motivates and inspires employees to succeed. We are excited that our team is growing rapidly, which means we need you!
The Building People's Market Offerings and Business Lines include:
- Real Estate & Workplace
- Facilities Management & Maintenance
- Engineering & Construction Management
- Energy & Environmental
- Technology Integration
- Sustainability & Smart Buildings
- Human Capital
- Mission Support
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
- A High School Diploma or equivalent is required
*Our positions may require a background screening and clearance directly from the Government.
ADDITIONAL INFORMATION
Competitive benefits for eligible employees include:
- Medical & Rx
- Dental
- Vision
- Flexible Spending Accounts
- 401(k) Retirement Plan
- Life Insurance/AD&D
- Long Term Disability and Short-Term Disability
- Paid Time Off
- Holiday Pay
All positions require a background check after acceptance of our offer. The selected candidate will be eligible to begin employment before the background check has been finalized. However, continued employment will be contingent upon the results of your reference/background check from The Building People, LLC. Your position may require special credentialing, clearance, and access as a condition of employment. In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment.
If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodation@thebuildingpeople.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.
For more information, view the EEO is the Law Poster and Pay Transparency Statement.