Office Coordinator

Quartus Engineering - Sterling, VA5.0

Quartus Engineering Incorporated ( is a leading provider of mechanical, optical, aerospace and electrical engineering services and integrated hardware solutions for the aerospace, defense, entertainment, commercial, consumer, and medical industries. We support our clients with advanced mechanical, optical, aerospace and electrical design, analysis, optimization, test, prototype development, and manufacturing using modern CAD and CAE tools and leveraging our clean room laboratories.

We are looking for an Office Coordinator to join our team in Sterling, VA. Reporting to the HR Manager (located in San Diego), the Office Coordinator will not only provide general office support, but will be the culture champion for the local office. We are looking for candidates with high energy and a willingness to grow with the company!

Essential Job Functions:
Provide general administrative support for all departments including:
Filing, copying, scanning, faxing, ordering lunches
Manage office supplies
Manage all incoming and outgoing mail/shipments: Sort mail and deliver to staff, prepare outgoing shipments using FedEx or UPS, receive and deliver packages to internal staff in a timely manner
Assist in the preparation of documents, spreadsheets, expense reports, presentations, and reports
Schedule occasional travel for engineers
Register employees for conferences and seminars
SAP support
Assist with expense report creation and trouble shooting
Provide instruction for new hires: Complete time sheets, create expense reports, request time off, project setup and creation
Maintain the kitchen area and conference rooms
Order all snacks and beverages
Ensure snack dispensers are full and refrigerator is well stocked with beverages
Ensure conference rooms are presentable and well stocked with beverages
Serve as the point of contact for employees and others for general questions and direct inquirers to the appropriate resource if unable to resolve

Assist with Human Resources tasks such as:Culture:
Coordinate all teambuilding events such as happy hours, office competitions (baking contests, costume contests, etc.) quarterly events, charitable events, and holiday party

Post job openings on career websites
Schedule interviews internally with management
Handle travel and lodging for out-of-area candidates
Communicate with candidates pre and post interview
Represent company at career fairs

Coordinate and set-up all equipment and supplies needed for the employee’s first day
Conduct New Employee Orientation to welcome employees to the company, provide necessary information, and provide instruction for new hire paperwork
Process paperwork as needed
Follow up with new hires to ensure their transition into the company is successful
Other HR tasks as assigned

Experience & Qualifications:
Bachelor’s degree, in Business or similar field preferred, from an accredited university
2-5 years’ relevant office experience
Highly attentive to details
Proficient in Microsoft (Word, Excel, PPT, Outlook)

Key Attributes:
Successful candidates must be positive team players who are committed to excellence
Must be able to communicate effectively - in written and verbal format
Must be able to take direction for job functions
Must be willing to learn new skills, software, and general knowledge
Demonstrate ability to perform detailed work both independently and collaboratively
Exhibit a high degree of maturity and professionalism and the ability to appropriately manage information that is confidential
Must be able to provide effective instruction to staff at all levels
Ability to lift 25lbs.