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Council on Foreign Relations · 18 hours ago

Administrative Coordinator Facilities and Events

US-DC-Washington

Full-time

Onsite

Mid Level

$60K/yr - $65K/yr

4+ years exp

The Council on Foreign Relations (CFR) is seeking an Administrative Coordinator for the Facilities and Events departments. The coordinator will provide administrative and project-related support, including tracking expenses, processing invoices, coordinating meetings, and drafting memos.

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Responsibilities

Process, review, and track daily invoices and departmental expense reports

Maintain department contract database, ensuring documents are properly filed and accessible for audit or reference purposes

Allocate office supply and copy charges by reviewing usage reports, reconciling discrepancies, and maintaining accurate records for monthly reporting

Coordinate and track department and event related supply orders in accordance with company policies and budgets

Coordinate meetings, schedules, and travel for Facilities and Events department. This includes managing calendars, booking conference rooms, arranging travel accommodation, preparing agendas, and distributing meeting materials

Assist with reception coverage by greeting visitors and staff, answering and directing phone calls, and responding to routine inquiries in a professional and timely manner

Manage staff and contractor badge processes, including running, formatting and distributing weekly badge activity reports

Assist with writing, drafting, and editing memos related to departmental announcements, bid leveling and compliance reporting

Support departmental request for proposal (RFP) process, including preparing documentation, distributing materials to vendors, organizing submissions, tracking responses, and preparing bid leveling sheets for review and comparison

Perform any other duties or tasks as assigned or required

Qualification

Microsoft WordMicrosoft ExcelMicrosoft OutlookBusiness writingRFP processesCustomer serviceCommunication skillsProblem solvingTeam player

Required

At least 4 years related administrative, business and/or operations experience in a fast-paced organization

High school or GED equivalent

Excellent communication and customer service skills

Ability to exercise professionalism and discretion when working with staff and dealing with confidential information

Strong experience with Microsoft Word, Excel, and Outlook

Strong business writing and proofreading skills

Ability to work independently and efficiently in solving problems within a fast paced and deadline driven environment

Flexibility and positive team player attitude, including coordinating with remote team members

Outstanding punctuality and attendance

Availability and willingness to work flexible hours outside of normal business hours, including some early mornings, evenings, and an occasional weekend