CeLeen, an operating firm of Command Holdings, is seeking an Administrative and Operations Specialist to support USAID .
Responsibilities may include, but are not limited to:
Facility Management and Reception:
- Serve as the main point of contact for visitors, providing an exceptional customer experience.
- Manage access to the suite via badge/pin readers and handle inquiries professionally.
- Coordinate mail and deliveries, place IT and maintenance work orders as needed.
- Support event execution, including setup, A/V support, and cleanup.
- Manage conference room scheduling, optimize space usage, and send reminders.
Office Management:
- Oversee daily office operations, including space utilization, inventory, asset management, and vendor interactions.
- Maintain a consistent presence during office hours to provide continuous support.
- Obtain vendor quotes, coordinate purchases, ensure timely deliveries, and process invoices.
- Keep a cost-effective inventory and conduct market research for strategic procurement.
- Foster a culture of continuous improvement by seeking staff input and streamlining operations.
Operations Support:
- Provide staff support, troubleshoot issues, and ensure smooth operations.
- Conduct pre-event walk-throughs to guarantee all logistical elements are planned and executed.
- Support meeting production, including A/V setup, managing virtual/physical breakout rooms, and note-taking.
- Implement emergency response protocols to ensure visitor safety.
Task Order Support:
- Collaborate with the Task Order Program Manager and Deputy to meet contract obligations, including updating the contract organizational chart, monitoring budgets, and tracking assets and other requirements.
- Facilitate seamless onboarding and offboarding for staff, including support with badging, training, and logistics.
- Maintain tracking documents related to office management and procurement.