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NCCCO EMPLOYMENT OPPORTUNITIES

Position Title: OFFICE ADMINISTRATOR

Reports to: General Counsel/Director of Administration
Job Type: Full-time
Location: Fairfax, VA
FSLA Status: Non-Exempt

About the National Commission for the Certification of Crane Operators:

NCCCO was formed in 1995 as a non-profit organization with a stated mission to develop effective performance standards for safe crane operation to assist all segments of general industry and construction. NCCCO is headquartered in Fairfax, Virginia, and maintains offices in Murray, Utah, and Dunedin, Florida.

Position Summary:

Under the direction of the General Counsel, the successful candidate will provide a wide range of operations and administrative support to streamline, resolve, and maintain routine office IT, phone, business equipment, and general office operation issues. The position also provides front desk coverage, maintains inventory, and supports other administrative processes, as needed.

Essential Duties and Responsibilities:

  1. Supervise Receptionist
  2. Vendor Relationships
    • Maintain vendor files
    • Support vendor relationships
    • Request proposals from potential vendors when appropriate
    • Review and initial approval of invoices
  3. Supervise Office Supply/Equipment Duties
    • Review/approve office supplies and equipment orders
    • Tag assets and maintain asset inventory
    • Maintain related files
  4. Supervise Office-Wide: Mail/Shipping & Receiving Duties
    • Supervise recertification packet assembly and mailings
    • Schedule and assign temporary staff as needed
  5. Phones
    • Responsible for VOIP phone system across three offices
  6. IT/Computers
    • Liaise with IT Help Desk for Fairfax office
    • Label/track computer assets in the office
    • Basic duties to support computer network
  7. Office Security/Alarm Services
    • Support issuance/termination of Data Watch cards
    • Maintain relationships access/alarm/surveillance
    • Monitor policies/practices regarding alarms, etc.
    • Coordinate fire drills and emergency evacuation procedures
  8. Conference and Multi-Purpose Room
    • Support events in the Virginia office
    • Understand/support the use of equipment in rooms
  9. Maintain Office Efficiency
    • Plan and implement office systems and procedures (e.g., MetroFax, audio/video systems)
    • Furniture and equipment procurement
    • Office moves and layout
    • Parking tag assignment
    • Liaise with office building management (PS Business Parks)
    • Maintain offsite storage facility
    • Responsible for unexpected leave and inclement weather announcements
  10. Supervise the coordination of logistics for NCCCO meetings (BoD, Commissioner, Committee and Task Force), including:
    • Communication with hosts/vendors regarding registration, services needed and meeting logistics
    • Creation of standard meeting documents
    • Scheduling of meetings and venue selection together with the lead event staff member
    • Negotiations with hotel/event space representatives in contract matters
    • Liaise with office building management (PS Business Parks)
    • Establishment and monitoring of meeting budgets
    • Conducting site visits, as necessary
  11. Supervise the coordination of logistics for events (industry trade shows and conferences) where NCCCO has a presence, including:
    • Coordination with vendors, venue, and stakeholders during event planning
    • Coordinating event registration, hotels, and staff schedules
    • Coordinating event booth, equipment, and materials shipping, and set-up
    • Reviewing shipping vendor selection for larger trade shows
    • Managing event set up, tear down, and follow-ups
    • Establishing standardized event procedures and training of staff
    • Building and adhering to event budgets to avoid project overruns
    • Tracking key performance areas and identifying items to work on for future events
  12. Other Job-Related Duties as Assigned

Qualifications/Requirements

  • 3–5 years’ administrative or office management experience
  • Meeting planning experience a plus
  • Strong working knowledge of MS Office Suite
  • Ability to meet deadlines in a fast-paced environment
  • Strong written and verbal communications skills
  • Acute attention to detail

PHYSICAL REQUIREMENTS: This is largely a desk-bound position that requires the ability to speak, hear, see, and lift small objects to 20 lb. Requires the ability occasionally to travel locally, regionally and nationally.

POSITION TYPE AND EXPECTED WORK HOURS: This is a full-time position. Regular days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m.

REQUIRED: Please send to HR@nccco.org your full résumé with a cover letter/essay indicating in 100 words or more what has prompted you to apply for this position and why you believe you would be successful in it.

NCCCO is an equal opportunity employer.