Administrative Assistant

General Office

• Manage Front Desk
  • Answering front door
  • Check-in/out visitors, all need to be accounted for
  • Answering phone calls
  • Manage incoming and outgoing mail
  • Distribution of mail to employees
  • Manage closet area
  • Take pictures for Amentum badges
  • Order and maintain office supplies
  • Manage list of office supplies and ensure inventory is stocked

• Manage office vendors / Coordinate with COPT
  • Call for Xerox repairs when machines are down
  • Escort repair vendors
  • Ensure that COPT communications are disseminated to Amentum workforce
  • Manage water supply account
  • Update office phone list, seating chart and office/cubicle name plates
  • Coordinate conference rooms
  • Employees should use shared calendar for reservations, assist with scheduling and help resolve any issues
  • Employees should clean up after use, oversee and assist
  • If requested assist with meeting arrangements

• Coordinate Company Vehicles
  • Employees should use shared calendar for reservations, assist with scheduling and help resolve any issues
  • Manage vehicle binders (keys, gas card, check out sheet)
  • Help with scheduling vehicle maintenance
  • Maintains gas coding report excel spreadsheet, Scott Lee report

Program #1 Support

• New Hire
  • Prepare new hire binders.
  • Send out new hire binders and materials to down range sites
  • Employee profile folders for all employees
  • Prepare new employee folders
  • Collect Emergency contact for files and AWOL procedures
• HR support
  • Sends monthly report to collection agency of employees who have not adhered to program payback clause.
• Security
  • Assist with fax of incoming/outgoing employee despon letters (ensure that security receives documents)
• Logistics
  • Distribute uniforms to new hires/ restock uniforms, program-wide
  • Send out e-mail reminders for anniversary clothing allowance
  • Manage program vendors
  • Storage unit, vehicle maintenance, uniform allowance account, etc.
• Finance
  • Collect and provide guidance to employees on check requests

Additional Program Support

• Manage the Active Project List
• Monthly Milestones (birthdays, service anniversaries, new employees, and other milestones)