Office / Front Desk Coordinator at Groundswell in McLean, VA

Summary: Groundswell is a premier technology integrator and solution provider committed to addressing complex challenges faced by federal agencies. The Office/Front Desk Coordinator will manage front desk operations, coordinate facilities and vendor support, and maintain a welcoming office environment while supporting employees and leadership with administrative needs. Responsibilities: - Serve as the first point of contact and face of Groundswell by managing reception duties including answering phones, monitoring doorbell and greeting employees, guests, and vendors - Ensuring the professionalism and cleanliness of shared office spaces/conference rooms, providing direction to cleaning services and building maintenance - Administer office access to include printing and issuing employee and guest ID badges - Oversee parking management, including access, validation, and monthly reallocation of unused parking spaces - Coordinate office repairs, maintenance requests, and vendor relationships; escalating issues as needed - Maintain inventory and ordering of office supplies, food, and beverages to ensure the office remains appropriately stocked - Partner with the landlord to coordinate support and/or escalate facilities-related needs, including plumbing, HVAC, fire alarm testing, garage or elevator issues - Coordinate vendor support and issue resolutions for subtenants in our other office space, including parking, kitchen access, badging, and facility maintenance - Maintain kitchen operations, including running the dishwasher three times daily - Perform coffee machine maintenance, including cleaning, restocking and changing cold brew kegs - Support event coordination by securing meeting space, ordering food, and managing event setup and breakdown - Process and submit executive expense reports in a timely manner - Ship employee-related items (e.g., recognition gifts, onboarding materials, apparel) as directed by HR Business Partners, ensuring timely and accurate delivery - Perform additional duties as assigned Required Qualifications: - Demonstrated ability to create a positive, welcoming, and service-oriented office environment - Previous executive and administrative support experience - Proven experience overseeing office administration within a corporate environment - Experience coordinating office facilities, including workspace setup, furniture, repairs/maintenance, and vendor escalation - Experience managing vendors and ensuring timely follow-through on maintenance and service requests - Excellent interpersonal skills, including strong organizational, time management, and written/verbal communication skills; ability to effectively engage with employees, vendors, and leadership - Ability to take ownership of office operations and proactively address issues with minimal direction - Ability to manage routine operational tasks with consistency and strong attention to detail - Strong responsiveness and sense of urgency in addressing requests and issues - Ability to adapt to Microsoft Office Suite and other technologies (e.g., DataWatch) - Basic technical troubleshooting skills related to badging, parking, and office systems, with the ability to escalate issues as needed - Sound judgment and discretion when handling sensitive employee and executive-related matters; must adhere to strict confidentiality expectations - Proficiency with standard corporate productivity tools, especially Microsoft Office Suite - Ability to manage Tier I helpdesk requests related to office administration - This position is 100% on-site - Proficiency in English required; Spanish proficiency is a plus - Must be able to lift up to 55 pounds Preferred Qualifications: - Experience supporting Corporate Operations functions during periods of increased demand, including Contracts, IT, HR, Finance, Facilities, Security, and Quality Required Skills: Office administration, Executive, administrative support, Facilities coordination, Vendor management, Microsoft Office Suite, Basic technical troubleshooting, Helpdesk Tier I support, Responsiveness, Sense of urgency, Sound judgment, Discretion, English proficiency Benefits: Comprehensive medical, dental, and vision plans, Flexible Spending Account, 4% 401K Match (immediate vesting), Paid Time Off, Tuition reimbursement, certification programs, and professional development, Flexible work schedule, On-site gym and childcare option