Apply on Employer Site

SAIC · 16 hours ago

Office Coordinator

Arlington, VA

Full-time

Onsite

Senior Level

5+ years exp

SAIC is seeking an Office Coordinator to provide support on-site in the Pentagon as part of a contract team with the Office of the Secretary of War. The role involves providing administrative and paralegal support to the OGC office attorneys, coordinating legal administration tasks, and managing office functions and personnel.

Information TechnologySecurityService IndustrySoftware

Work & Life Balance

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Work daily with the Deputy General Counsel and OGC office attorneys

Provide administrative/paralegal support to the OGC office attorneys

Assist with legal administration including the coordinating, assisting, and filing of legal actions for OGC

Provide administrative office coordination support in addressing the workload (tracking, organizing, and archiving) and knowledge management activities across the government attorneys and contractor staff

Coordinate within Administrative Team to ensure administrative actions are completed in accordance with client expectations and with the proper level of front desk coverage during office hours

Administrative actions include Hand-carrying legal actions to other coordinating offices throughout day; Opening and closing actions using suspense tracking system (STS); Performing editing functions; answering phone calls; escorting non-cleared personnel in the office; maintaining files; and preparing correspondence

Making copies; scanning documents; producing files; assisting in scheduling monthly reports; and maintaining basic office functions

Coordinate with Administrative Team and SAIC’s Team Lead on scheduling and front desk coverage by administrative personnel between 0730 and 1800 hours daily. Plan and establish coverage options when Administrative Team personnel experience unanticipated absence

Update and enforce business rules and SOPs for all Administrative Team and office functions

Train new employees on front desk operations

Meet regularly with SAIC’s Team Lead to discuss administrative and operational issues and resolutions

Establish and oversee QC process for ensuring all “open action” requests from clients and the OGC correspondence office are covered

Maintain a clean and presentable front desk workspace

Establish and enforce processes for ensuring that chronological scanning remains current (within 1 week of actions being closed)

Be responsible for retrieval and management (action receipt, tasking, and tracking), developing and implementing office knowledge management, including record archive and retrieval, and managing and organizing physical and electronic files (office common server drives)

Track leave, travel, and other absences of office personnel; prepare time sheets; coordinate support for in processing and out-processing personnel; and travel arrangements chiefly using the Defense Travel System (DTS)

Be the office coordinator for security and be responsible for maintaining visitor access rosters and logs and implementing security procedures in accordance with regulation and the overall OGC security manager direction

Be the office safety coordinator and be responsible for tenant-level safety tasks such as inspecting fire extinguishers

Qualification

Administrative experienceParalegal supportKnowledge managementMicrosoft Office SuiteOralAdministrative skillsWritten communicationTeam playerSelf-starter

Required

Five years of with progressively responsible administrative experience with paralegal/ administrative work and knowledge management functions, processes, practices, and procedures

Fluency with, and understanding of, DoW, Joint Staff, and the Military Departments standards of practice

The ability to review, understand, and analyze complex legal and non-legal DoW documents and international agreements

Ability to read, interpret, and understand legal documents

Exceptional oral and written communication abilities

Ability to leverage established relationships with other DoW components and agencies

Proficiency with Microsoft Office Suite of Applications (Word, Excel, and PowerPoint) and common office software applications

Flexible team player and capable of interacting at all levels within the customer space as well as other parts of the defense community

Motivated, self-starter with the ability to accomplish tasks under pressure with limited supervision

Strong administrative skills and the ability to delegate and allocate workload appropriately

Flexibility to accommodate time-sensitive and mission-critical work