Administrative Support Coordinator

Pro Sidian 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 Pro Sidian 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 Pro Sidian 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 Pro Sidian, 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 Pro Sidian 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 Pro Sidian Contract. Tasks and activities include, but are not limited to:

• 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 Pro Sidian Consulting in Chicago and in Charlotte as necessary.
• 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.
• Serve as a point of contact between the Pro Sidian team and the Government COR.
• Greeting visitors, determining nature of visits and directing visitors to appropriate persons.
• Maintain professional appearance at front desk and waiting area.
• Communicate professionally and politely.
• Operating a central phone system, receiving and directing calls to Government personnel within the facility, taking and distributing phone messages, and answering general questions.
• 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.
• 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.
• Prepare and distribute daily reports of service calls to appropriate building managers.
• 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.
• 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.
• Log each building service request into the applicable computer program.
• Providing receptionist, faxing, and copier/duplicating functions.
• Alert management about calls that seem unusual, repetitive, or urgent.
• 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.
• Coding and filing documents according to accepted government…