The Building People
Requisition Number: [[RequisitionNum]]
Job Title: Administrative Assistant III / Operations
City: Leesburg
State: VA

Company Description

The Building People is a recognized leader in real estate facilities services. Our global organization delivers total lifecycle solutions for clients that integrate technology, buildings, and people to solve today's complex challenges for building owners, occupiers and stakeholders. We empower our clients to maximize the workplace experience and reduce costs without sacrificing quality and reliability. Our strategy leads clients towards the future of facilities through a connected real estate model that propagates new norms to deliver organizational efficiency, sustainability, and savings.

Administrative Assistant III / Operations

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Description/Job Summary

The Building People, LLC, is searching for a full-time Administrative Assistant III (Operations) at our headquarters in Leesburg, VA. This person will be responsible for a variety of administrative responsibilities that are confidential and complex in nature, in direct support of our corporate office. These responsibilities require attention to accuracy, organization, and a commitment to teamwork. Qualified candidates will be expected to perform within broad guidelines, relying on their proficiency, past experience, and resourceful research to accomplish most activities with limited direction. Top candidates will be proficient in Microsoft applications with a moderate level of skill in MS Word, MS Excel, and MS Power Point with the ability to pass a basic proficiency exam in these applications. Candidates will have strong written and verbal communications skills at a professional level to be able to conduct exchanges with employees, vendors, and clients, including c-suite executives on a regular basis.

Responsibilities include, but are not limited to, the following:

  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
  • Open, sort, and distribute incoming correspondence.
  • Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
  • Schedule and coordinate meetings, calendars, and logistics for Management Team.
  • Provide impromptu and creative assistance to Management Team.
  • Facilitate and organize company events.
  • Support HR: reformatting resumes for style, standards, and aesthetics, conducting reference checks, assist candidates with on-boarding paperwork via Employee Navigator.
  • Mark upcoming events in team calendars and confirm and document participants in these events.
  • May coordinate travel arrangements for Management Team and employees to include research, documenting travel options, booking travel, coordinating logistics, and supporting the documentation of expenses incurred during the business travel.
  • Conduct routine procurements that may include errands to post office and office supply store.
  • Maintain office and kitchen supply inventory, and appearance of front and back office.
  • Make recommendations on file organization, taxonomy, and improvements to processes across the administrative functions of the office.

Required Education

A minimum of a high school diploma (HSD) or equivalent is required for this position, plus two (2) years of applicable experience. 

Bachelor’s Degree a plus.

Required Qualifications

A positive can-do attitude willing to receive coaching, learn, and have fun while advancing skills to prepare for future advancement. The ability to work in a fast-paced environment with strong attention to detail is essential.

  • Ability to juggle and prioritize multiple projects with superb accuracy, exhibiting grace under pressure
  • Strong sense of urgency and problem-solving skills
  • Strong administrative skills
  • Exceptional customer service skills, over the phone and in person, with all levels of employees, including vendors, clients, contractors, and the public.
  • Ability to answer, screen and transfer inbound phone calls.
  • Strong organizational skills are needed, and the successful candidate will be detail oriented.

Details

You must be in good physical condition and able to work standing for several hours while using office machines such as copiers or filing and should be able to lift up to 30 lbs. as needed to move items about the office.

All positions require a background check after acceptance of our offer. The selected candidate must be able to pass a background check, and secure and maintain a security clearance. Continued employment will be contingent upon the results of your reference/background check from The Building People, LLC.  Your position may require special credentialing, clearance, and access as a condition of employment.  In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment. 

Due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements. Only local candidates will be considered.

Competitive benefits include: 

  • Medical & Rx
  • Dental
  • Vision
  • Flexible Spending Accounts
  • 401(k) Retirement Plan
  • Life Insurance/AD&D
  • Short and Long-Term Disability
  • Paid Time Off
  • Holiday Pay
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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodation@thebuildingpeople.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.