Administrative Services Coordinator/ Receptionist Washington, DC

Position Description:
Mathematica is currently seeking a Administrative Services Coordinator/Receptionist, to join our Administrative Services Team.
This is a highly visible role which requires extensive customer service skills, interaction with all levels of staff including executive and senior levels, as well as a high level of professionalism.
Responsibilities include coordinating domestic and international travel and processing expense reports within a ticketing system.
Support often includes collaborating with other departments such as Information Technology Services, Procurement, and Accounting.
Exceptional attention to detail and first-class organizational skills are a must.

Core Responsibilities:
• • Represent the Mathematica brand appropriately in creating a welcoming culture to everyone that is in the office, including employees, guests, clients, and candidates.
• Energetically greets incoming visitors and notifies appropriate staff members of the arrival of visitors.
• Provide telephone coverage, operates multi-line phone system, answers call in a timely and professional manner, provides routine information, and directs calls to appropriate persons.
• Provide oversight and manage conference room scheduling, including coordinating reconfiguration and breakdown before and after meetings.
• Responsible for catering orders for meetings, process the requisition for the orders and help with set-up and breakdown.
• Greet new hires on their first day and ensure they have their access card, facilities orientation packet and office number.
• Responsible for billing and processing of Federal Express invoices.
• Responsible for calling courier service when needed.
• Process Service Now tickets as assigned.
• Process building maintenance tickets and follow-up.
• Process new employee photos for ID badges using ID Maker software.
• Act as safety coordinator for drills and emergencies.
• Perform ad-hoc administrative tasks such as data entry, preparation of materials, and assisting other departments as needed/requested.
• Actively support the advancement of organizational diversity, equity, and inclusion efforts, and apply diversity, equity, and inclusion lens across job responsibilities.

Position Requirements:


• Experience using Microsoft Outlook to reserve rooms and coordinate cross-office meetings.
• Adobe Acrobat DC proficiency.
• Ability to prepare correspondences, coordinate travel arrangements, and organize meetings.
• Ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• The ability to deal tactfully and diplomatically with others.
• Wise judgment dealing with sensitive and confidential matters.
• Flexibility to handle multiple priorities, sometimes simultaneously, under deadlines.
• Accuracy in detail and strong organizational skills.
• Ability to work independently for long periods of time.
• Familiarity with ticket-based service requests systems such as ServiceNow, Deltek for expense and Concur for travel is a plus.
• Proficiency in Microsoft programs such as Outlook, Word, and Excel.
• Excellent team player

Education minimum requirement:


• High school diploma or equivalent + 2 years' experience in Administrative support.
• A combination of equivalent education and work experience may be substituted for the above requirement.

This position offers an anticipated annual base salary range of $ 40,000-$47,000.

Mathematica applies expertise at the intersection of data, methods, policy, and practice to improve well-being around the world.
We collaborate closely with public- and private-sector partners to translate big questions into deep insights that improve programs, refine strategies, and enhance understanding using data science and analytics.
Our work yields actionable information to guide decisions in wide-ranging policy areas, from health, education, early childhood, and family support to nutrition, employment, disability, and international development.
Mathematica offers our employees competitive salaries, and a comprehensive benefits package, as well as the advantages of being 100 percent employee owned.
As an employee stock owner, you will experience financial benefits of ESOP holdings that have increased in tandem with the company's growth and financial strength.
You will also be part of an independent, employee-owned firm that is able to define and further our mission, enhance our quality and accountability, and steadily grow our financial strength.

Read more about our benefits here:

/mathematica.org/career-opportunities/benefits-at-a-glance

Available locations:
Washington, DC
• We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.