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Administrative and Procurement Coordinator(Part-time)

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Location
Gaithersburg, MD
Hourly
$25.00 - $25.00
Job Type
Contract
Date
Apr 16, 2018
Job ID
2587621
A consulting/project management firm with government clients seeks a part time Executive Assistant/Office Manager.

POSITION:  Administrative and Procurement Coordinator 

COMPANY:  A project management company with clients in Federal and State Government, Hospitals and Universities

LOCATION:  Gaithersburg, MD

JOB TYPE:  Part Time, approx. 25 hours per week, with some flexibility

PAY RATE:  $25/hr 

SUMMARY:  Administrative Coordinator will independently provide support services to satisfy theoverall operational objectives of departments within the organization. The primary objective is to provide services and deliverables through performance of administrative support services.
 
 
RESPONSIBILITIES:
  • Receive and screen visitors and phone calls to the office and take appropriate actions to include phone messages
  • Obtain and distribute mail and perform office filing
  • Support accounting and human resource functions
  • Perform basic research for managers or clients
  • Perform a variety of admin support for staff or client to include, but not limited to, letters, memoranda, and any other assigned material (reports, schedules, agendas, manuscripts, abstracts,protocols, etc.) and obtain clearances as needed
  • Independently develops methods for automating administrative reports, considering the interrelationship of reports and multiple uses of the data
  • Applies knowledge of the functional capabilities of different software types to select the best software type for each report, e.g., a database versus a spreadsheet
  • Proofread and spell check all documents (drafts and final form) prior to submitting them for review and maintain a daily back-up copy on the appropriate media of all typed documents
  • Manage space utilization; update and maintain space utilization records including inventories and projections
  • Create master list of equipment and supplies required by all employees; ensure adequate inventory on hand or readily available
  • Procure and allocate office equipment, telephones and supplies with manager approval or when needed government approval; coordinate with vendors to ensure proper delivery of ite
  • Create and maintain all recordkeeping regarding procured items
  • Establish E mail addresses for employees and contractors
  • Interface with vendors for any office or equipment maintenance issues
  • Maintain contact database and staff calendars
  • Makes all necessary travel arrangements for staff based on knowledge of the traveler's preferences in travel
  • Process travel orders, to include arranging for flight, hotel, conference registration, auto and other reservations; obtain e-tickets and train tickets for staff when necessary;
    maintain copies of all travel orders, vouchers and leave forms in the established office file
  • Update and maintain budget records, spreadsheets, and databases
     
 
QUALIFICATIONS:
  • Expertise in Microsoft Office Suite (MS Word, Outlook, Excel, Access, PowerPoint).
  • Strong communication skills, both oral and written
  • Excellent organizational and time management skills
  • Excellent customer service skills
  • Strong research abilities
  • Strong analytical skills
  • Excellent teamwork skills, flexibility and ability to handle multiple tasks
  • Minimum of 2 -4 years of administrative coordination experience with writing, basic research, and creating reports.  
  • Procurement experience , a plus