Operations Support Specialist Job Listing at FSA in Herndon, VA (Job ID 5001104364006)

Description

The Corporate Operations Support Specialist (OSS) provides administrative support to FSA's headquarters office, managing diverse tasks with professionalism and efficiency. The OSS is a self-starter, skilled in multitasking while maintaining a positive, service-oriented environment.

Key Responsibilities:

• Creates a welcoming office atmosphere for a hybrid workforce, incorporating home-like amenities (e.g., weekly lunches, snack bar, clean workspaces) to foster connection.
• Manages reception duties, including answering and directing calls/emails, overseeing deliveries/mail, and welcoming visitors.
• Develops office policies, maintains the office budget, monitors supply levels, and places orders as needed.
• Acts as liaison with building management, submits service requests, organizes emergency evacuation training, coordinates vendor visits (shredding, cleaning, HVAC, copier, office supplies).
• Supports purchase request and vendor administration and management. Responsible for check deposits and supporting asset management activities.
• Updates company notice boards, monitors emails for task assignments, and provides timely verbal and written updates to stakeholders.

Corporate Office & National Capital Area Administrative Support:

• Creates, formats, edits, and scans documents, Acrobat files, presentations, spreadsheets, and reports. Reviews incoming documents and forms for accuracy and resolves any discrepancies.
• Establishes start dates for new hires and schedules orientation training for new corporate employees.
• Acknowledges employee milestones, sends birthday cards, orders floral arrangements, and ensures key communications reach employees.
• Guides employees on accurate timesheet completion, proactively reviewing for accuracy and facilitating corrections.
• Coordinates vacation and sick leave requests, working with Human Capital Management (HCM) as necessary.
• Reviews Travel Authorizations and Expense Reports for completeness, liaises with the Payroll and Financial Services teams to resolve issues.
• Organizes and submits billing backup to Financial Services, ensuring compliance with deadlines and quality control of invoices.
• Assists with the development and maintenance of communication assets and platforms by identifying graphics and creating and editing FSAConnect (SharePoint site).
• Helps arrange meetings, company events and conferences. Prints and collates presentations and other meting materials.
• Assists managers with budgeting tasks and tracking contract performance data, ensuring alignment with ordered hours, as necessary.
• Other administrative duties as assigned.

Requirements

Minimum Education Requirements

• Bachelor's Degree or an equivalent combination of education, professional training and/or work experience.

Skills/Qualifications Required

• 3-5 years of experience working in a fast-paced administrative role that requires making discretionary decisions.
• Demonstrates a high level of customer service and confidentiality. Professional, courteous, and helpful demeanor.
• Strong oral and written communication skills, including the ability to communicate appropriately with stakeholders at all levels.
• Excellent organizational skills and attention to detail, with the ability to multi-task and prioritize critical items.
• Results driven with strong attention to detail and problem-solving skills. Competence to review, interpret, and evaluate complex documents
• Ability to work in a team environment and maintain a professional disposition
• Ability to work under pressure and meet tight deadlines.
• Ability to exercise discretion and independent judgement in matters of significance
• Proficiency with the MS Office skills (Excel/Outlook/PowerPoint/SharePoint/Word).

Preferred Requirements

• Experience working for a Government Contractor.
• Intermediate MS Office skills, advanced skills a plus.
• Adobe Acrobat skills a plus.

Other Requirements

• This is an in-office position with only a limited ability to telework.

Benefits Overview

At FSA Federal, we recognize the diverse needs of our employees and strive to provide an excellent package to help meet those needs. Comprehensive benefits are offered with greater choice and flexibility to support your health, work-life balance, and professional growth. A package providing employee only coverage can be built around our basic plans at $0 employee cost for: Medical, Dental, Vision, Term Life Insurance, Accidental Death & Dismemberment Insurance, Short-Term Disability, and Employee Assistance Program. For more information, click here.

EEO Statement

Consistent with our goal of empowering people, FSA is committed to providing all employees and employment candidates the right to equal employment opportunities and a harassment-free work environment free from retaliation. FSA's employment practices are based on an individual's capabilities and qualifications without regard to race, color, religion, sex (including transgender status, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, veteran status, or any other category protected by federal, state, or local law. Equal employment opportunity applies to all policies and procedures including recruitment and hiring, promotions, transfers, and terminations, as well as compensation, benefits, and other terms and conditions of employment. Our long-term success depends upon our ability to attract, retain, and develop a workforce with the knowledge and skills needed to support the vital missions of our customers. FSA is proud to maintain a drug-free workplace. Satisfactory completion of a post-offer drug screening is a condition of employment. As a supplier of services to federal government agencies, such as DEA, FBI, USCIS, USPIS, etc., we also adhere to agency standards with respect to prior drug usage.

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