(699) Admin Analyst (Front Office)

Position Description:

Arlo Solutions is seeking a highly organized and customer-focused Administrative Analyst (Front Office Support) to support the daily administrative operations of the Office of Local Defense Community Cooperation (OLDCC). This position serves as the primary front office representative and liaison between OLDCC personnel, visitors, and administrative support staff, ensuring efficient office operations and exceptional customer service. The successful candidate will leverage Federal and Department of Defense (DoD) resources, systems, and processes to support leadership, coordinate office activities, facilitate meetings, manage visitor services, and maintain seamless administrative operations within a fast-paced government environment.

Location:  Arlington, VA (On-Site)

Clearance:  Secret security clearance (or higher)

 

Responsibilities and/or Success Factors: 

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 processes 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 meeting materials preparation. 
• Prepare conference rooms and audio-visual equipment to support 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 provide recommendations for resolution. 
• Serve as backup Administrative Analyst and Executive Assistant during absences or periods of increased workload.

Minimum Qualifications Including Certificates: 

• Active Secret security clearance (or higher).
• High School Diploma or equivalent.
• Minimum of two (2) years of experience performing 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 while interacting with senior leaders, government personnel, and visitors.
• Demonstrated customer service and interpersonal skills in a fast-paced environment.

Desired Qualifications, Please:

• 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