Deputy Office Manager / Administrative Assistant at Quinn Consulting Service, Inc. in Chantilly, Virginia

Job Description:

The Deputy Office Manager / Administrative Assistant is responsible for performing a variety of clerical and administrative tasks, including answering telephones, greeting, and assisting guests, and providing support to employees. This role plays a crucial part in ensuring efficient and professional communication within the organization.

Essential Functions

1. Answers telephone and directs calls accordingly.

2. Accepts deliveries and distributes to proper person/place.

3. Receives guests and answers questions, in person and by telephone; responds to inquiries and refers, when necessary, to the appropriate person

4. Prepares conference rooms for meetings/guests.

5. Maintains listed office machines as required. (postage machine, copiers, shredders)

6. Prepares outgoing mail; sorts and distributes incoming mail.

7. Copies and distributes training and other binders to employees as requested.

8. Sends out mass company emails.

9. Monitors kitchen supplies and ensures the kitchen is clean and well stocked.

10. Monitors office supplies and ensures adequate inventory levels.

11. Gathers, packages up and mails out equipment to employees and/or Managers.

12. Maintains shipping log for outbound shipments.

13. Mails out annual nuclear badges

14. Sends out monthly nuclear gauge email reminders to Managers.

15. Gathers equipment for new employees and prepares it before the start date.

16. Orders Business Cards for new hires or places reorders when needed.

17. Creates labels and affixes them to air meters and scales as needed.

18. Reviews and submits weekly UPS invoice to the accounting department.

19. Prepares and mails monthly birthday cards and other employees' communications (mail and email) as needed.

20. Maintains office areas organized and neatly.

21. Sets up iPads for new hires & ships them out to Managers.

22. Sends quarterly iPad email regarding screen protector or case damages.

23. Make hotel reservations for inspectors.

24. Assists Office Manager in other duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education and Experience

Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing.

Additional Eligibility Qualifications

One year of increasingly responsible related experience, or any equivalent combination of related education and experience.

Competencies

1. Communication proficiency
2. Ethical Conduct
3. Flexibility
4. Initiative
5. Time Management
6. Attention to detail
7. Organized

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role requires a friendly, positive attitude and a willingness to help whenever necessary.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to move and unload boxes of supplies.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, hours to be determined.

This position is on site.

Travel

No travel is expected for this position.

Benefits

• Medical, dental, short-term disability, long term disability, life insurances, per the company plan eligible on date of hire.
• Two weeks paid vacation in accordance with the company policy.
• Personal Time Off per the company policy.
• Paid holidays are provided per the company policy.
• Bonus eligibility per Company Employee Bonus Program for fiscal year.
• Eligible for the company 401(k) plan following 12 months of active employment & 1,000 hours of work.
• 401(k) immediate vesting of matching funds.

Work Authorization/Security Clearance (if applicable)

Must be eligible to work in the U.S.

AAP/EEO Statement

QCS is committed to equal opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to: veteran status, age, physical or mental disability, genetic information or any other protected class under federal, state or local law.

QCS has been and will continue be an equal opportunity employer as per AAP outlined in the employee handbook.

Other Duties

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.

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