Office Administrator – Washington, D.C.

Location: Washington, D.C. – United States (On-site)

Valid unrestricted work authorization in the country in which you will be based (United States) is required at the time of application for this position.

Position Status: Full-time, Exempt, Regular

Salary: Starting salary for this role will be $53,200 commensurate on experience.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Team

The Administration + Facilities (A+F) team is responsible for administrative and facility management functions for the Mercy Corps Global Headquarters in Portland, and an agency-occupied office in Washington, D.C. and other US and international sites. A+F provides direct service-oriented support to several hundred US-based team members, through provision of administrative services, such as front office and operations desk management, mail and shipping, supplies and procurement; and supports, as needed, domestic and country offices by providing facilities services and consulting such as site selection, property management, site planning, space programming, safety and security, and asset management.

The Position

The Office Administrator provides administrative support, coordination and management for the organization’s Washington DC office. This position is critical to ensuring necessary operational support and a professional impression to the Mercy Corps team and frequent visitors, including administrative support, domestic and international shipping, reception, concierge services, document archival services, space planning, daily office management, landlord liaison services, suite maintenance support, safety and security, appearance standards, and special projects. The Office Administrator works closely with the A+F team to ensure smooth and efficient operation of the Washington DC office by providing daily and long-term support to Washington DC team members as well as visiting team members and other guests.

Essential Responsibilities

STRATEGY AND PLANNING

• Manage the A+F desk: assign and dispatch service requests; provide first-line general agency information; provide a professional welcome to team members, guests, and visitors; ensure phones are answered promptly, properly and efficiently; manage messages, provide general agency information, and direct calls and visitors; manage email correspondence and inquiries.
• Coordinate, in conjunction with the A+F Manager, incoming and outgoing mail, packages and shipments – including managing couriers, UPS, USPS, FedEx and DHL shipments.
• Manage operating inventories – Order and stock office, copy and kitchen supplies. Provide consulting to guide team members to low-cost, environmentally sustainable supplies.
• Assist with the coordination events, as requested – including board meetings, field staff visits, outreach and development events, and delegation itineraries.
• Ensure that offices are ready for meetings, calls, seminars, and teleconference events. Provide consulting for lodging, catering, and event logistics.
• Support travel services for visitors – Gather and provide recommendations on accommodations, including local hotel information as requested.
• Provide real-time support for guests using Mercy Corps’ facilities.
• Support the A+F Manager’s process of reconciling expense and credit card statements in a timely manner by scanning and sending all receipts for processing. Assist the A+F Manager, as needed, as they manage, review, approve and submit in a timely manner invoices for Accounts Payable processing.
• Create draft agenda for weekly A+F meetings, disseminate reminder emails to A+F team members about contributions and capture minutes during A+F meetings.
• Manages database for key fob access into the Washington DC Office- Maintains records of current key fob holders, deactivate key fobs when staff departs Mercy Corps and compiles audit report of staff attendance in the Washington DC Office.
• Initiate or support administrative office projects as warranted by the Office of the CEO, COO, and the A+F team.
• Provide Notary Public services to staff in Washington DC Office.
• Provide updates to the A+F Washington DC Office Guide as processes/best practices are developed.
• Act as point-person for offsite documents storage on behalf of the Washington DC office and its team members.
• Assist team members and visitors with the use of conference space.
• Provide new-hire and onboarding orientation for new team members who are assigned to Washington DC.
• Monitor Washington DC Safety and Security Alerts- collaborates with A+F Director to notify staff of need to close office/depart early (inclement weather, safety/security issue).
• Provide A+F documentation updates, including A+F team coverage calendar and internal rosters.
• Strategically participate in the development of policies and procedures that affect A+F and its clients.
• Provide IT support to team members and visitors, as needed.
• Provide administrative and concierge services to onsite Mercy Corps team and visitors as needed.
• Support administration of Mercy Corps’ mobile phone account, as needed.
• Process I-9 Employment Verifications for staff.

FACILITIES

• Support the implementation and updating of regular protocols on safety measures in the office. Work with the A+F Director to maintain comprehensive, site-specific safety, security, emergency-preparedness, and continuation of operations plans.
• Implement plans and procedures, including periodic evacuation and preparedness drills (may be done in conjunction with scheduling building-wide drills).
• Ensure that all team members are trained in office safety and security.
• Support the planning and execution of a space usage plan at the Washington DC office, including forward-thinking space strategies, occupancy planning, space updates and reporting. Work with the A+F Director for planning and development of space layout.
• Responsible for appearance standards throughout the site, including public spaces such as lobbies, conference rooms, common areas, coffee bar, copy areas, and storage areas.
• Attend building meetings on behalf of the A+F team.
• Manage communications with landlord to ensure all building services are provided in accordance with the lease.
• Serve as extra support needed for vendor point-of-contact for office-related services and property management service providers.
• Manage site access and key inventory.
• Maintain and manage office opening and closing protocols.
• Manage property management database- submit tickets for maintenance request.
• Other duties and projects as assigned or requested.

Supervisory Responsibility

The Office Administrator has no supervisory responsibility.

Accountability

Reports Directly To: A+F Manager located in Portland, OR

Works Directly With: Mercy Corps D.C.-based team members, Portland-based A+F Team members, other Mercy Corps team members in the U.S., Europe, and field teams.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills

• Minimum 3 years of professional experience in a fast-paced executive environment, with emphasis on administrative services, office management, and facilities management and operations.
• Excellent interpersonal, verbal and written communication skills.
• Demonstrated ability to think strategically and assume responsibility for processes.
• Excellent computer skills required, including familiarity with MS Word and Excel; comfort with IT functions a plus.
• Multi-tasking, organizational, and prioritization skills, and to work well under pressure and cooperatively with team members.
• The ability to take direction as well as work independently.

Success Factors

The successful Office Administrator will demonstrate a healthy combination of professionalism, warmth, and confidence in providing efficient administrative and facility services. They will be positive, energetic, and exhibit a professional demeanor under all circumstances. They will place a high priority on attention to detail and organization.

The Office Administrator will be able to work both independently and cooperatively and will effectively and accurately represent Mercy Corps to those who come to the Mercy Corps office in Washington DC. They will demonstrate flexibility and creativity in planning and problem-solving, be a quick learner, someone who takes the initiative, and will be accountable for results. The Office Administrator will be able to multi-task and prioritize in a fast-paced, fluid work environment. Even temperament and a good sense of humor appreciated.