Office Coordinator

Shift5 is the observability platform for onboard operational technology (OT). We’re a rapidly growing scale-up that specializes in cybersecurity, predictive maintenance, and compliance for operational technology (OT) systems across defense, aerospace, and rail. We are a collaborative, passionate, and driven cadre of dynamic, multidisciplinary experts and we’re focused on helping our customer’s fleets run smarter and safer by accessing and democratizing the volumes of onboard OT data generated by transportation and freight fleets, and defense fleets and weapon systems. Come join us. 

Our Values:

• Embrace Truth and Integrity: Base decisions on data, foster open dialogue, and uphold unwavering integrity.
• User-Centric Focus: Prioritize user needs to guide our actions and resource allocation.
• Collaborative & Adaptable: Collaborate for excellence, learning from failures and driving iterative improvements, recognizing every decision's significance.

Shift5 is seeking an Office Coordinator to join our growing team at our HQ in Rosslyn, VA. The Office Coordinator plays a crucial role in ensuring the smooth and efficient functioning of the office. This individual will serve as the first point of contact for clients and visitors providing a professional and welcoming experience. The Office Coordinator will be responsible for managing daily office operations, performing administrative tasks, handling financial processes, overseeing facilities, and assisting with security protocol Additionally, this role will support the HR team with onboarding and offboarding processes and assist with event planning for company-hosted events.

Responsibilities:

1. Supporting office operations - ensure the smooth operation of the front office by managing resources and procedures efficiently: 
   • As the first point of contact for clients and visitors, provide a friendly and professional welcome. 
   • Ensure all clients and visitors have been pre-registered. 
   • Conduct quality checks around the office to ensure a high standard of maintenance and organization. 
2. Administrative Tasks: 
   • Communication – monitoring phone calls/voicemail messages, responding to
     emails and directing inquiries to the appropriate individual or department.
   • Perform various clerical duties such as photocopying, mail distribution,
     handling large packages via FedEx/UPS, restocking kitchen and managing
     office supplies.
   • Coordinate and schedule appointments for staff (as needed)
3. Finance / Accounting: 
   • Handle billing by reviewing and submitting invoices for processing. 
   • Maintain relationships with local vendors (office supplies, snacks, coffee, building management, etc.) 
   • Make banking deposits and any ad hoc requests by finance team. 
4. Facilities: 
   • Ensure the facility is kept in excellent condition and aligned with our policies.
   • Contact the appropriate POC in terms of security, maintenance, etc. when needed.
   • Order catering and groceries for daily office lunches, visitors, and general office consumption.
5. Security: 
   • Provide back-up support to Director of Security.
   • Work collaboratively with office security to ensure colleagues and visitors comply with security-related policies.
   • Assist with opening and closing up secured meeting space.
6. Human Resources: 
   • Onboarding: Assist HR team by processing new hire equipment, day one tours, office setup and welcome swag.
   • Offboarding: Assist HR team by ensuring all equipment and Shift5 assets are returned on a timely basis.
7. Events Planning: 
   • Assist with the coordination of company events hosted in the office, to include on-site client visits, various team and dept.
   • Related meetings, celebrations, happy hours, and VIP meetings.

Qualifications:

• 2-3 years of experience in office administration/executive support.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Google Workspace and/or Microsoft Suite.
• Familiarity with basic accounting principles and experience handling invoices and vendor relations.
• Ability to manage multiple priorities and work under pressure.
• Ability to handle sensitive information with discretion.
• Degree not required but preferable.
• U.S. Citizenship required.
• A positive, professional, and proactive attitude.