Office Services Specialist

Overview

Background:

Creative Associates International is a dynamic, fast-growing global development firm that specializes in education, economic growth, stabilization and democratic development. Based in Washington, D.C., Creative has a field presence in more than 25 countries with a strong client portfolio that includes the U.S. Agency for International Development and the State Department, among others. Since its founding in 1977, Creative has earned a solid reputation among its clients and is well-regarded by competitors and partners alike.

Position Summary:

The Office Services Specialist provides front desk coordination, as well as technical and administrative support to the corporate office, to include 3 senior executives.? The Office Services Specialist: (1) performs the duties of a Receptionist, ensuring all in-person and telephone interactions are welcoming and professional; (2) maintains the corporate online visitor management system, iVisitor, ensuring all protocols are administered and followed by the end users; (3) provides fiscal support by maintaining invoiced accounts for vendors who provide office services that are necessary to the operation of the corporate office; (4) supports Creative’s travel function in close collaboration with the procurement team; and (5) provides administrative support to Creative’s Chief Operating Officer (COO), Chief Business Development Officer (CBDO), and Chief Financial Officer (CFO) (6) displays a high level of professionalism and understands discretion and confidentiality are of the utmost importance.

Reporting & Supervision:

The Office Services Specialist reports directly to the Director, Office of Programs & Operations and will provide additional support to other members of the executive team as needed.

Responsibilities

Expected Outcomes:

• Creative’s HQ offices are welcoming and well-maintained to ensure a positive experience for employees and visitors
• Office Administration vendors and services are well managed
• Executives receive timely and effective administrative support

Primary Responsibilities:

• Manage all aspects of the Front Office, to include answering the phone, receiving and directing all visitors, guests, and service/delivery specialists; entering all visitors into the online visitor management system, iVisitor; confirming daily events entered into the Conference Reservation System;
• Provide administrative oversight for all mail and express shipping/delivery services, both online and direct – USPS, DHL, FedEx, UPS, and QMS; to include maintaining the Address Books on all shipper websites; assisting users with online processing of outbound shipments; maintaining the corporate postal processing systems;
• Ensure all kitchens and employee lounges have been stocked at the end of the day;
• Ensure supply rooms are adequately stocked and organized;
• Process all weekly/monthly invoices for assigned vendor accounts; and
• Identify opportunities to streamline and improve front office operations to include suggestions for changes with vendors/equipment/service providers when appropriate.

Additional Responsibilities:

• Upon request, provide administrative support to the COO, CBDO and CFO on tasks that may include, but are not limited to:
• Managing calendar and scheduling meetings in accordance with individual priorities;
• Preparing and coordinating agendas, presentations, information, minutes, catering and other pertinent items for business meetings;
• Processing vendor payments;
• Processing monthly and travel expense reports;
• Coordinating travel arrangements.**Qualifications**

Required Skills & Qualifications:

• Experience in Administration, Office Management, Fiscal Reporting, Inventory Control, Database management;
• Strong organizational and administrative skills, attention to detail and flexible work style;
• Ability to handle multiple tasks with detail and precision to meet defined deadlines;
• Proven experience managing processes and promoting process improvement;
• Ability to work independently and organize time effectively;
• Strong interpersonal skills with a service-oriented approach; and
• Ability to perform light work that may include lifting or moving items that could weigh up to 25 lbs. and other physical work that may include kneeling and using a step ladder.

Desired Skills & Qualifications:

• Experience providing direct support to senior level executives in a fast-paced environment;
• Experience providing strategic scheduling support;
• Experience in the international development field;
• Demonstrated budgeting and financial monitoring skills;
• Experience working with USAID; and
• Fluency in a second language.

PI143404585

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