About Us
International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over 100 countries and implemented over 300 projects. IBTCI serves government agencies, private sector companies, and several donor agencies. IBTCI specializes in institutional support and monitoring, evaluation, research, and learning (MERL) across many areas and sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.
Job Title: Office Coordinator
Department/Location: Vienna, VA
Reports To: Senior International HR & Benefits Manager
Type: Regular Full-Time
Classification: Non-Exempt
Overview: IBTCI is on the lookout for a proactive and dedicated Office Coordinator to join our team. The ideal candidate is someone who thrives in a fast-paced environment, exhibits a strong work ethic, and approaches tasks with assertiveness and a sense of urgency. This role is based in our Vienna, VA office and is available for immediate start (currently in Hybrid mode, going to office twice a week).
Responsibilities
Essential Duties/Tasks and Responsibilities:
- Act as the primary liaison for all matters related to property management and office facilities, ensuring a smooth and efficient workspace.
- Tracks, monitors and follows up on projects and action items, ensuring completion of tasks in a timely manner. Includes all requests made by our employees regarding office cleaning, light fixtures, bathroom issues, supply and kitchen rooms maintenance, etc.
- Ensures the kitchen is properly stocked with fresh coffee and tea. Ensure napkins, paper towels, sweeteners are readily available for our employees.
- Orders supplies, ensuring appropriate supplies inventory levels at all times. Listen to requests from employees to order different types of supplies.
- Tracks IBTCI supplies like heaters and electric hole punch machines, so they are available for use at all times.
- Promotes activities that enhance operational procedures. Create and maintain a pleasant work environment.
- Reconciles and coordinates Corporate Credit Card invoice
- Provides administrative support to HR including answering incoming phone calls, greeting visitors and distributing mail.
- Updates and maintains staff telephone list.
- Coordinates all support logistics for meetings and celebrations including meals, division retreats, operations summit and holiday party and other meetings.
- Creates and implements employee engagement and morale booster initiatives such as, birthday and anniversary programs, gift cards, holiday reminders, event invitations
- Prepares the new hire SWAG bags and marketing materials
- Assists in administering administration Educational / Professional Development reimbursement Program
- Coordinates and order business cards
- Maintains the seating chart and name plates in the office
- Other administrative duties as assigned from Security Department, (if HR will have) such as travel log
- Assists with the coordination for ISO 9001
- Assist in managing all packages, mail and shipments
- Maintains IBTCI Health and Safety Equipment (fire extinguishers, Defibrillator and First Aid Kits).
- Assists executives with administrative support including executive level calendars.
- Maintains all conference rooms including fixtures and fittings.
- Serves as the point of contact for the Vienna and Washington, D.C. building maintenance communications, repair and maintenance.
- Other duties as assigned
Qualifications
Minimum Requirements:
- Ability to maintain strict confidentiality.
- 1 year of professional work experience.
- Excellent organizational and communication skills.
- Ability to accept instructions and manage multiple competing priorities.
- Flexibility to adjust to business need changes
- Strong interpersonal skills to interact positively with all employees
- Oral and written fluency in English required. Fluency in another language is desired.
Education: Bachelor’s degree is required or equivalent years of experience
Preferred Knowledge, Skills and Abilities:
- Proficient with Microsoft Office, particularly Word and Excel.
- Records management experience is a plus.
- Analytical and strong online research skills.
- Strict attention to detail.
Working Environment: Work is typically performed in an office environment. Currently the company is allowing for hybrid work in the District of Columbia, Maryland and Virginia (DMV) area. This can be updated by the company.
Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.
Supervisory Responsibility: This position does not have supervisory responsibilities.
Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.
Work Authorization: Candidate must be authorized to work in the U.S.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
About the Organization:
IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education & human capacity development, energy & infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.
If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at TalentAcquisition@ibtci.com (Do not send your resume to this account, for consideration please apply in our career page, https://careers.ibtci.com/jobs).