Administrative Assistant & Facilities Coordinator

The Administrative Assistant & Facilities Coordinator serves as the first point of contact for visitors, callers, and guests while providing administrative and facilities support across the organization. This position helps ensure a welcoming, organized, and professional workplace by coordinating reception services, supporting administrative projects, maintaining office supplies and common areas, and assisting with daily office operations.

The role works closely with the Human Resources & Facilities Manager, Executive Assistant, and departments throughout ReMA to support organizational operations and employee service needs.

Key Responsibilities

Reception & Guest Services

• Serves as the primary receptionist for ReMA headquarters, greeting visitors and creating a positive, professional first impression.
• Answers, screens, and routes incoming calls on the organization's main phone line.
• Coordinates visitor access, guest hospitality, and conference room readiness.
• Receives and distributes incoming mail, packages, and deliveries.
• Maintains reception and common areas to ensure a professional appearance.

Administrative Support

• Provides administrative support to departments throughout the organization.
• Assists with preparation, printing, assembly, and distribution of meeting materials, board books, presentations, reports, and correspondence.
• Supports meeting logistics, including room setup, materials preparation, food delivery coordination, and room reset activities.
• Assists with data entry, document management, filing, and records retention projects.
• Coordinates routine administrative projects and special assignments.
• Provides backup administrative support as needed.

Facilities Coordination

• Conducts daily office walkthroughs to identify maintenance, supply, cleanliness, and appearance needs.
• Monitors and replenishes office supplies, printer paper, breakroom supplies, beverages, snacks, and related inventory.
• Maintains conference rooms, kitchen areas, copy centers, and common spaces.
• Coordinates routine service requests and works with vendors as directed.
• Supports employee workstation setup and office move activities.
• Assists with inventory management and purchasing activities.

Office Services & Shipping

• Supports shipping and receiving activities, including preparing outbound packages and coordinating deliveries.
• Assists with operation and maintenance requests for office equipment.
• Maintains inventories of publications, meeting materials, and office supplies.
• Supports organizational events, meetings, webinars, and training programs 
• through logistical and administrative assistance.

The statements above are intended to describe the general scope and level of work being performed by individuals assigned to this position. They do not represent an exhaustive list of all responsibilities, duties, and skills required. ReMA reserves the right to modify, add, or remove duties as necessary to meet organizational needs.

 Preferred Education and Qualifications

• Three to five years of equivalent experience preferred.
• Strong customer service orientation and interpersonal skills.
• Professional verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Proficiency with Microsoft Office applications.
• Ability to lift up to 20 pounds and perform occasional physical tasks ass ociated with office operations.

Working Conditions

• Primarily in-office position based in Washington, DC.
• Salary range $55,000 - $65,000 per year
• Routine use of office equipment, including printers, copiers, postage equipment, and related technology.
• Occasional lifting, carrying, and movement of office supplies and meeting materials.

·ReMA offers a comprehensive benefits package, including employer-subsidized insurance, generous 401(k) contributions, and professional development assistance.

The Recycled Materials Association is proud to be an Equal Opportunity Employer. We celebrate diversity and do not discriminate based on race, religion, national origin, sex, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law.