Admin Analyst (Front Office)

Responsibilities

Front Office & Reception Operations

• Serve as the first point of contact for visitors, callers, and stakeholders entering the OLDCC office suite.
• Greet and assist visitors while ensuring compliance with visitor management, security, and access control procedures.
• Facilitate visitor sign-in/sign-out and coordinate visitor escorts as required.
• Maintain a professional, organized, and welcoming reception area.
• Monitor security feeds and coordinate with IT and facility personnel to resolve technical or facility-related issues.
• Open and close front office and meeting spaces in accordance with agency policies and procedures.

Calendar Management & Meeting Coordination

• Manage daily, weekly, and long-range organizational calendars to ensure efficient scheduling and coordination of meetings and events.
• Maintain and update the Long-Range Calendar using Microsoft Excel and other government-approved tools.
• Conduct daily synchronization reviews and proactively resolve scheduling conflicts.
• Coordinate meeting logistics, including room reservations, attendee coordination, agenda distribution, and preparation of meeting materials.
• Prepare conference rooms and audio-visual equipment for in-person, virtual, and hybrid meetings.
• Distribute read-ahead materials and presentations in advance of meetings.
• Attend key meetings to capture updates and support action item tracking.
• Provide backup administrative support to Deputy Directors and senior leadership as needed.

Telephone & Customer Service Support

• Manage office telephone operations with professionalism and discretion.
• Answer, screen, and route incoming calls in accordance with operational security (OPSEC) requirements.
• Take accurate messages and forward information to appropriate personnel within established timeframes.
• Monitor and respond to voicemail messages promptly.
• Provide courteous and effective customer service to internal and external stakeholders.

Mail, Correspondence & Office Operations

• Retrieve, process, and distribute incoming mail, packages, and official correspondence.
• Coordinate outgoing shipments through USPS, FedEx, and other approved carriers.
• Maintain shipping records and tracking documentation.
• Monitor office supply inventories and initiate procurement requests as needed.
• Verify receipt of supplies and maintain accountability for distributed materials.
• Submit and monitor facility work orders to ensure timely resolution of office-related issues.
• Serve as the Kastle Card Administrator and support employee access management activities.

Administrative Reporting & Program Support

• Attend staff meetings, internal coordination meetings, and agency training events.
• Prepare and contribute to monthly status reports submitted to government leadership.
• Document completed tasks, accomplishments, metrics, and administrative support activities in both qualitative and quantitative formats.
• Identify issues, risks, and process improvement opportunities, and recommend solutions.
• Serve as backup Administrative Analyst and Executive Assistant during absences or periods of increased workload.

Minimum Qualifications

• Active Secret security clearance (or higher).
• High school diploma or equivalent.
• Minimum of two (2) years of experience in administrative, clerical, technical, office management, or secretarial support functions.
• Proven experience supporting front office, executive, or organizational administrative operations.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to work independently.
• Ability to maintain professionalism and discretion when interacting with senior leaders, government personnel, and visitors.
• Demonstrated customer service and interpersonal skills in a fast-paced environment.

Desired Qualifications

• Bachelor's degree from an accredited college or university.
• Prior Department of Defense (DoD) or Federal Government experience.
• Experience supporting executive offices, senior leadership, or front office operations.
• Experience managing visitor control systems, access control programs, or facility operations.
• Familiarity with government correspondence, scheduling, and administrative support processes.

FWI is an Equal Opportunity Employer, including disability/vets.

Why Join Our Team