Brailsford & Dunlavey is a program management firm with comprehensive in-house facility planning capabilities dedicated to serving educational institutions, municipalities, public agencies, and non-profit clients. Our approach to facility planning integrates market research, financial analysis, architectural programming, site evaluation, and economic impact assessment into a single comprehensive process in which users and client decision-makers are involved at every step. The end result is a consensus-driven project in which all vested stakeholders have participated in its creation and understand the logic of planning decisions. Our program management services emphasize the facilitation of our clients’ decision-making processes and the relentless execution of their vision.
This administrative position, reporting to the Vice President of Practice Management, will perform a variety of tasks to support our headquarters located in Washington, DC.
Ensure the timely response to all inbound communications to the firm. This includes, but is not limited to:
Answer and direct all calls from multiple offices to the appropriate staff member or department.
Meet and greet all visitors to the office with welcoming behavior and direct them appropriately.
Become acclimated with the B&D phone system in order to be able to assist staff members with set up, configuration and use of their phone.
Deliver mail and packages to designated staff members in timely fashion.
Assist staff members with the shipment of documents including online shipping via UPS and FedEx.
Ensure that all mail and packages are delivered to the proper location for pickup before COB.
2. Manage office supply inventory:
Organize and inventory all office supplies and materials.
Place supply orders regularly to ensure adequate inventory for staff at all times.
3. Maintain filing system for all project related materials:
File all project related materials in appropriate location.
Maintain project archives.
Create and maintain project accounting databases in Excel.
4. Regularly monitor office environment to ensure all areas are presentable for visitors:
Check spaces as needed to ensure cleanliness and readiness for next users.
Report lighting, office equipment, or furniture repair issues to appropriate person. Follow up to ensure that repairs are done in a timely manner.
5. Assist project and functional staff with various tasks including, but not limited to: report assembly, PowerPoint presentation preparation, research, placing conference calls,
scheduling WebEx meetings and coordination of meeting details.
6. Assist with office equipment support:
Provide regular, basic maintenance (i.e., stock copies with paper and toner, clear error messages, etc.)
Help staff with troubleshooting mechanical issues ( i.e., faxing/scanning problems, paper jams, error messages, etc.)
Act as liaison with outside vendors for office equipment maintenance.
Provide training, including orientation, for new employees on phone system, office equipment use, shipping policies, etc.
High school diploma required. Associate's or Bachelor's degree preferred.
Five years of experience in a full-time administrative support role.
Able to use Microsoft Office Suite applications (Word, Excel, PowerPoint, and Outlook).
Ability to thrive in an environment that values high expectations and accountability.
Ability to maintain a positive attitude when interacting with staff members and clients.
Excellent organizational skills.
Ability to be productive in a fast-paced, multi-dimensional work environment.
Strong attention to detail.
Effective communicator (oral and written).
Self-starter who works well with limited direction.
Internal contact include staff at all levels. External contacts include external customers and vendors. Contact involves: routing calls, troubleshooting, and providing information.
Work Environment and Physical Demands:
Office environment; moderate noise
Occasional evening or weekend work
Office equipment/computers 8 hours per day.
Sitting at desk or table up to 6 hours per day
Standing or walking
Repetitive wrist, hand, or finger movement (while operating computer equipment)
Eye-hand coordinator (keyboard typing)
Hearing and talking
Extended periods of reading fine print
Light to moderate bending, crouching, and stooping (filing)
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