Administrative Support Coordinator

Administrative Support Coordinator

ProSidian Consulting seeks an Administrative Support Coordinator for our Consulting practice to join us in our Chicago, IL locations. This role is key to support the timely execution of revenue generating and client engagement activities. Administrative Support Coordinator with ProSidian Consulting shall have a BA or equivalent education and 3-5 years' experience within administrative support or secretarial roles. This position requires Security Clearance. You must either hold active clearance, or be able to receive clearance before performance on the project.

General Responsibilities:

The Administrative Support Coordinator is crucial to managing and providing customer and tenant satisfaction within the buildings where you will be staffed. As part of the Administrative Support Team, you are tasked with ensuring that fellow team members follow ProSidian and client processes and procedures. The team is often the first interaction visitors encounter in the building, and therefore we affect their perception not only of ProSidian, but of the client and the United States Government. This position is similar but not related to a Service Contract Act (SCA) Secretary position (01310) - This is not a Service Contract Act (SCA) position.

What Does An Administrative Support Services Coordinator/Floater/On-Call Resource Do?

You will support a staff of Administrative Support Services personnel in preparing and processing documents and correspondence, facilitating administrative duties, maintaining knowledge of systems, etc. The Administrative Support Services Coordinator includes establishing and maintaining office management procedures, and managing and adjusting the workload of Administrative Support Services Staff. Supporting the administrative personnel includes dealing with issues that are elevated to you and ensuring all personnel are trained on the key aspects of their jobs.

You will assist ProSidian Management by providing input to quality and contract performance. This position is not a management position. In this position you will also serve as the Administrative Support Services Coordinator/Floater/On-Call resource for four (4) Administrative Support Services Staff in supporting the needs of the ProSidian Contract. Tasks and activities include, but are not limited to:

1. Provide administrative support services coverage for members of the team who are on vacation or otherwise absent, and serve as the principle administrative assistant overseeing office support workload and resources coverage for ProSidian Consulting in Chicago and in Charlotte as necessary.
2. Monitor and adjust workload to support coverage for administrative support services. Balance and redistribute workload as necessary to meet requirements for float, scheduled days off, emergency coverage, etc.
3. Serve as a point of contact between the ProSidian team and the Government COR.
4. Greeting visitors, determining nature of visits and directing visitors to appropriate persons.
5. Maintain professional appearance at front desk and waiting area.
6. Communicate professionally and politely.
7. Operating a central phone system, receiving and directing calls to Government personnel within the facility, taking and distributing phone messages, and answering general questions.
8. Recording and transmitting messages; keeping records of calls placed; providing information to callers and visitors; making appointments; keeping a log of visitors; and issuing visitor passes. Records and logs shall be kept in a web-based platform and updated as events occur.
9. Receiving incoming service calls from building tenants. Relaying requests to proper building maintenance personnel and following up with the proper service request documentation. Requests and documentation shall be kept in a web-based platform or the appropriate Government or vendor platform.
10. Prepare and distribute daily reports of service calls to appropriate building managers.
11. Analyze data to determine types of calls that increase or decrease, areas of the building with increasing or decreasing numbers of calls, or repetitive calls that indicate further investigation.
12. Personally respond to requests for information concerning office procedures; determine which requests should be handled by the client government agency's appropriate staff member or other offices.
13. Log each building service request into the applicable computer program.
14. Providing receptionist, faxing, and copier/duplicating functions.
15. Alert management about calls that seem unusual, repetitive, or urgent.
16. Word processing using Microsoft Office, Word for Windows and typing using on-site software and hardware. Examples are: typing letters/memos from typed, handwritten or from an email draft; typing forms; and merging text from different sources into complete properly formatted documents. Creating, manipulating, and maintaining spreadsheets and databases using Excel and Access. Learning other Government software programs.
17. Coding and filing documents according to accepted government filing plan.
18. Opening, sorting and distributing mail for the effective operation of the facility, including time stamping mail. Addressing and mailing packages and envelopes. Reroute misdirected mail.
19. Receiving and confirming conference room reservation requests. As instructed, maintain conference room calendar. Make arrangements for conferences and meetings and assemble established background materials as directed. Oversee use of EMS Lite conference room software or other audio/video needs. Communicate applicable fees, if required.
20. Review outgoing materials prepared by COR or designee for typographical accuracy, proper format and internal consistency.
21. Create and manage recurring internal reports such as after hours and weekend access reports, directories, phone lists, etc., and office equipment listings, and correspondence controls. Reports, logs and listings shall be kept in a web-based platform and periodically updated by contacting tenants.
22. Maintains an office supply inventory electronically and notifies when supply is low. Requisition supplies as directed by COR or designee. Notify procurement when correct supply orders received.
23. Processing paperwork for security clearance for contractors, etc. working on Government functions. Assure that proper clearances have been obtained, when needed. Distribute personal history form to applicants and explain program.
24. Review completed forms for 100% completion and accuracy, work with applicant to correct errors and omissions.
25. Prepare coversheet for management signature when form is complete.
26. Make appointment for applicant to be fingerprinted.
27. Notify applicants when clearance is granted or denied.
28. Prepare package for applicant to get photo ID, explain procedure to applicant.
29. Maintain tiles of all cleared contractors working in building.
30. Periodically update files to ensure all contractors are cleared, and contractors no longer in building are purged from files.
31. Answer questions about clearance process, provide status.
32. Maintain and operate systems for building key cards and parking permits. Provide tenants with applications and information. Route applications for proper approval and processing, and maintain files.
33. Processing paperwork and transmitting documents.
34. This position requires familiarity with the terminology of the office unit. Also requires developing and maintaining a current Procedures Manual. ProSidian shall provide a written Procedures Manual covering the key tasks or functions performed by the administrative services positions. The Manual will be used as both a training document for back-up employees, as well as a reference document for current staff. The employee selects appropriate methods from a wide variety of procedures. The clerical steps often vary in type or sequence, depending on the task. The employee selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures.
35. Identify, schedule, and assist in the tracking all training for the administrative and support staff.
36. Maintaining knowledge of forms, systems, etc. and help train other team members when necessary.
37. Manage and collect information from the files or staff for routine inquiries on office program(s) or periodic reports, and refer non-routine requests to COR or designee.
38. Responding to priority non-routine work order within the usual scope of clerical/word processor tasks. Maintaining a cooperative approach and supporting the efficient professional work environment of the office.
39. Carries out recurring office procedures independently, and selects the guideline or reference that fits the specific case. The COR or designee provides specific instructions on new assignments and checks completed work for accuracy. Employee handles differing situations, problems, and deviations in the work of the office according to the COR or designee general instructions, priorities, duties, policies, and program goals. The COR or designee may assist employee with special assignments.
40. Provide assistance with administrative oversight and accountability for the accuracy of data and records input from Administrative Support Services Team
41. Inspect deliverables for quality and record any issues or problems that occur, regardless of cause, on the web-based platform utilizing ProSidian's Quality Control frameworks and templates to ensure that deliverables are of acceptable quality. Communicate with applicable stakeholders to report quality issues or problems, and work to find solutions for issues or problems. Follow-up with the team members to address and/or implement quality control improvements and measures.
42. Help identify, analyze, and resolve difficult issues or problems encountered by the support staff regarding procedures, outstanding tasks and required contract documentation.
43. Review reports from the Quality Control Tasks and Issue Log Spreadsheet to ensure and support that deadlines or due dates are met.
44. Ensure timekeeping, bi weekly/monthly reports, and other office administrative requirements are completed accurately and timely.
45. Manages performance data and metrics on the web-based platform, running and distributing reports on contract performance. Regularly review web-based logs