Operations & Office Coordinator

General Position Description: The Operations & Office Coordinator, as an integral part of the Engenium Group team, will work closely with the Director of Operations to oversee the daily administration and operations of the DC and Baltimore offices. Responsibilities include coordinating a wide range of activities that support office administration, operations, information technology, and accounting. The Operations & Office Coordinator will also work closely with the Core Services Team to plan and execute internal and external events. The role will interface regularly with the president, partners, and other employees, as well as clients and vendors. This position is ideal for someone who enjoys variety, takes initiative, and is interested in growing their operations and office administration experience.The Operations & Office Coordinator will regularly report to the Washington, DC office Monday through Thursday from 8:30 a.m. to 5:30 p.m., with a one-hour lunch break, and work remotely on Fridays. The position also requires monthly travel to the Baltimore office to support business operations.Key AccountabilitiesOperations Support– 45%Partner with the Core Services Team to plan, coordinate, and execute internal company events, including:Small-to-medium company events such as team lunches and dinners, trainings, meals and meetings, happy hours, and quarterly team outingsLarge-scale events such as annual holiday dinner, leadership retreat, and preferred client retreatCoordinate event logistics, including setup, breakdown, vendor coordination, and on-site support as neededAttend events as required to ensure successful executionDeliver weekly company announcements during Monday Kick-Off meetingsManage the firm's master calendar, including trainings, interviews, meetings, company events, and key organizational activitiesCoordinate new hire onboarding, including workspace preparation, equipment provisioning, and IT setup with the firm's managed service providerCoordinate technical Lunch & Learn training sessions, including scheduling, vendor communication, attendance tracking, and cateringCoordinate employee recognition initiatives, including birthdays, anniversaries, welcome gifts, and other milestone celebrationsCoordinate meal orders for internal and external meetings as requestedMaintain and update office signage and communication boards monthly or as neededProcess certificate of insurance requests and maintain COI files for clients and consultantsMaintain company and engineer licenses, certifications, and vendor accounts, including coordinating new applications and renewalsTrack and maintain engineer PDH credit certificates and ensure requirements are met for all license renewalsCoordinate employee timesheet approvals and submission deadlinesSupport special projects, research initiatives, data entry, and other operational priorities as assignedOffice Administration – 40%Respond to and route client and vendor inquiries to the appropriate team membersGreet and direct visitors upon arrival, and be available to report to the office to facilitate meetings all days of the week as neededCoordinate employee travel arrangements as neededOversee a clean, organized, and well-stocked office environment that supports employee productivity and a professional client experience.Maintain organized support spaces, including supply cabinets and storage areasEnsure common areas, conference rooms, and pantry remain clean, organized, and ready for use throughout the day.Monitor and replenish pantry supplies, coffee service, appliances, and beverage refrigerator as neededMaintain office inventory for the DC and Baltimore offices by monitoring supplies and restocking as neededManage incoming and outgoing mail, including receiving and distributing deliveries, and preparing and mailing packagesCoordinate contact between building management and Engenium Group, facilitating related landlord and employee requests, including maintenance issuesCoordinate printing, shipping, and courier services for documents and drawingsProvide first-level support for common office technology issues and coordinate with the firm's managed IT provider as neededAccounting – 10%Process daily incoming check deposits and maintain accurate deposit recordsPrepare and submit expense reports for designated members of the leadership teamProfessional & Organizational Development – 5%Participate in organizational training and skill-building programsContribute to knowledge sharing and continuous improvement initiatives across the organizationSupport the training and development of team membersAttend team and client eventsSubmit own timesheets, expense reports, and other administrative documentation accurately and on time Performs other duties as assigned.Minimum Qualifications:2+ years of experience in office administration, operations, or administrative support, preferably within a professional services environmentProficient in Microsoft 365 applications (Word, Excel, PowerPoint, Teams)Highly organized with exceptional follow-throughExperience coordinating multiple priorities in a fast-paced professional environmentExcellent customer service and interpersonal skillsStrong written and verbal communication skillsStrong problem-solving skillsStrong attention to detailPhysical, Mental, and Environmental Requirements:Physical Demands:Regularly required to sit for extended periods at a desk using a computerMust be able to view a computer screen for prolonged periodsOccasionally required to lift or move objects up to 50 poundsMental Requirements:Ability to concentrate for extended periods while managing multiple tasksMust be able to write clearly and effectively in EnglishWork Environment:Primarily works in a standard office environment with typical office equipment and conditionsCompany-Wide Values:Earn trust and keep it through accountability, communication, and integrityShow up and shine with positivity, enthusiasm, and commitmentLead with empathy, compassion, and understandingAchieve together with a shared sense of responsibility, passion, and connectionPut people first by developing meaningful relationships and positive experience