Office Coordinator

The Society of American Military Engineers (SAME) is seeking a highly motivated, detail-oriented, and teamwork-driven Office Coordinator to join our team. The ideal candidate will embrace our fast-paced, collaborative culture. This position is wide-ranging, covering logistics, workspace needs, vendor management, IT coordination, awards, and membership fulfillment, and much more.

Founded in 1920, SAME represents the public sector architecture/engineering/construction industry: our 20,000-plus members design, build, and maintain America’s infrastructure and national security.

We are a small organization (approximately thirty staff members) based in Alexandria, VA, that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members. If you’re a team player who strives to do your best each day, please read on for a great opportunity with our great organization!

Please submit interest and resumes to applysame@same.org.

POSITION SUMMARY

The Office Coordinator at SAME is a vital staff position, providing hands-on support across all internal departments as well as engaging with members throughout the public sector. The position requires a proactive and organized individual to oversee daily operational and administrative functions within our office. The ideal candidate will take initiative in coordinating day-to-day office operations, including ensuring efficient workflows, maintaining resources, and providing administrative support to enable the entire staff team to deliver exceptional service.

The Office Coordinator will have strong administrative, interpersonal, and problem-solving skills. This role requires an individual who can anticipate needs and prioritize tasks while maintaining a positive work environment. A friendly demeanor and outstanding customer service skills are essential, as the role involves greeting visitors, handling inquiries, and providing administrative support. This position reports to the Director of Finance and Administration.

ESSENTIAL RESPONSIBILITIES

• Manage daily office operations, including errands, vendor coordination, and facility requests.
• Serve as the primary contact for building security, key fob access, and parking assignments.
• Submit maintenance, cleaning, and other requests to property management.
• Monitor and maintain office equipment contracts; coordinate service as needed.
• Open the office daily, restocking kitchen and bathroom supplies, and ensuring systems are operational.
• Maintain inventory for office supplies, meetings, awards, and programs.
• Ensure compliance with health, safety, and regulatory standards.
• Provide basic tech troubleshooting and coordinate with service providers.
• Answer and direct calls professionally; greet and assist visitors.
• Oversee mail and shipping logistics, including membership communications, check recording, bulk mailings, and event shipments.
• Manage postage funding and UPS accounts.
• Prepare and distribute reports, correspondence, and documents as requested.
• Support internal communications, meeting logistics, and team-building activities.
• Coordinate hybrid meetings, including scheduling, room setup, catering, and building access.
• Assist with nominations, awards, and recognition events.
• Liaise with IT and equipment vendors; maintain inventory and documentation.
• Maintain office procedures and policy documentation.
• Provide cross-departmental administrative support.
• Perform additional duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES 

• Strong interpersonal skills with a customer service mindset.
• Ability to work independently and collaboratively; proactive and self-motivated.
• Proficiency in Microsoft Office Suite (Teams, Word, Outlook, Excel, PowerPoint).
• Familiarity with CRM platforms (Salesforce, Nimble, OpenWater, Higher Logic, GiveSmart) is a plus.
• Experience managing calendars and coordinating logistics.
• Creative problem-solving and workflow improvement skills.
• Excellent organizational skills and attention to detail.
• Adaptability and commitment to professional growth.
• Strong written and verbal communication skills.
• Ability to travel to conferences and events.
• Prior experience in office administration required.
• Valid driver’s license and willingness to use a personal vehicle occasionally.
• Ability to lift and carry up to 30 pounds.

SAME is an Equal Opportunity Employer.