Administrative Assistant

This temporary position is located in the IBTS headquarters office in Ashburn, VA. The duration of this temporary position is expected to be 4-6 weeks. Due to the nature of this position, this is not a remote position and requires an on-site presence. Professional demeanor and business-casual attire are required as a representative of the company as you will meet and greet clients, business associates, board members, and other professionals who enter our office.

Provides administrative support to include creating, revising, updating, formatting, and processing documents using Microsoft Word.
• Provides administrative support in conducting online research.
• Participates or takes the lead in coordinating company events as assigned; which could include researching catering options, working directly with caterers for an event; set up and tear down for the serving of food for company-sponsored events; set up and tear down office decorations for events or as requested.
• Schedules service calls and forwards Contractor correspondence for facility maintenance and repair as appropriate.
• Develops, implements, and maintains organized filing systems.
• Maintains Facility Files; Contract Files; Contractor List; Facilities Calendar; and Facilities-related Request list. Forwards requests to the Manager for review and approval.
• Monitors Contract End Dates and advises management well in advance to ensure against lapses.
• Prepares and provides Reports related to facility activities.
• Serves as a Liaison with service contractors for routine and non-routine services, escorting them to the facility area(s) where service is to be performed and monitors their activities as needed.
• Supports tracking of registrations, maintenance, and repairs for small fleet of company vehicles.
• Welcomes, greets, and processes visitors that enter the lobby.
• Maintains security by following procedures; monitoring logbook; ensuring an escort for all visitors.
• Maintains safe and clean reception area by following procedures, rules, and regulations.
• Answers calls received on the main phone console and transfers calls as appropriate.
• Inventories, stocks, and orders office supplies for IBTS Headquarters and places office supply orders for all other IBTS locations.
• Responsible for oversight of reception area, supply rooms, copy rooms, package room, and company kitchen to ensure adequate inventory and areas are kept neat and professional in appearance.
• Coordinates mail and package delivery and pick up. Schedules pick-up service with FedEx, UPS, and/or Courier. Ensures adequate supply of shipping supplies.
• Oversees Postage Meter and assists staff with usage.
• Other duties as assigned.

• High School diploma; BS/BA in office administration or relevant field is preferred.
• Proficiency in the use of MS Word and MS Excel.
• Experience in electronic filing, downloading and scanning documents
• Ability to work with Adobe PDF files
• Ability to work independently with minimal supervision.
• Outstanding communication and interpersonal skills.
• Excellent organizational, prioritization, and time-management skills.
• Reliable attendance and punctuality.
• Ability to be in the HQ office Monday through Friday during business hours.

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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