Administrative Assistant II

Job Description

Contemporaries is a government contracting firm providing support to the National Institutes of Health. We are currently looking for an Admin II to add to a long-term contract. This is a full-time (40 hours per week), onsite (in-office) position. Fitting candidates will be required to have 2 years of admin experience, and an associates degree. Preferred candidates will have experience working with property management, office management, and customer service. We are looking for candidates who have great communication skills, consistent work history, and are reliable.

Duties:

Organization of the move in and move out process for incoming and outgoing research participants.

Assign apartments for participants residing in NIH apartments based on arrival dates and types of apartments.

Develops schedule for arrivals and departures.

Develops communication strategies to effectively and efficiently provide regular updates to scholars related to repairs, inspections, evacuation and fire drills, pest management, smoke detector tests, building feasibility studies.

Review maintenance SharePoint site and maintenance dashboard.

Maintain and organize all apartment data, including but limited to: types of appliances, square footage of each apartment, furniture.

Perform apartment walkthroughs prior to participant arrival to identify any malfunctioning appliances and/or needed repairs related to furniture, appliances, carpeting, flooring, doors, locks, keys, plumbing and electrical outlets.

Coordinate with pest management to resolve any insect or rodent issues reported by participants.

Schedule and maintain housekeeping services performed by cleaning company.

Develop documents, spreadsheets, and other work products related to overall administrative support for building.

Provided regular updates for housing concerns and repairs.

Report any communication difficulty between participants and office.

Other administrative duties as required.

Profile:

Associates degree and 2 years of office management, administrative support or related work experience.

Experience working with property management preferred.

Ability to multi-task and assist multiple NIH employees and trainees at once.

Strong computer skills, especially using MS Office.

Ability to create and manage spreadsheets, conduct internet research, and manage documents including preparing standard operating procedures.

Strong customer service skills, pleasant attitude, ability to keep customers informed, ability to create a positive atmosphere, and ability to deescalate if necessary. Company Description

Contemporaries is a government contracting firm who has been providing HR and Staff support to both federal and private organizations for over 32 years. Specializing in Administrative and related opportunities, while also working with Scientific, IT, Legal, Research, and related opportunities.