Office / Front Desk Coordinator

Who Are We? 
Groundswell is a premier technology integrator and solution provider, resolutely committed to solving the most complex challenges facing federal agencies today. Our name, Groundswell, represents our commitment to be an unstoppable, seismic change in government. Ours is a small company culture with big company reach and results.  Are you ready to be audacious, be bold and drive change at a rapid pace?  Join us, where we’ll make a greater impact together.
 

What You'll do:

The Office/Front Desk Coordinator serves as the face of Groundswell and ensures the smooth day-to-day operations of the office environment. This role is responsible for all front desk operations, coordinating facilities and vendor support across multiple office locations, and maintaining a welcoming, organized, and fully functional workplace. The ideal candidate is highly organized, proactive, and service-oriented, with the ability to manage multiple priorities and support both employees and leadership with administrative and operational needs.
 

Key Responsibilities

• Serve as the first point of contact and face of Groundswell by managing reception duties including answering phones, monitoring doorbell and greeting employees, guests, and vendors. 

• Ensuring the professionalism and cleanliness of shared office spaces/conference rooms, providing direction to cleaning services and building maintenance

• Administer office access to include printing and issuing employee and guest ID badges.

• Oversee parking management, including access, validation, and monthly reallocation of unused parking spaces.

• Coordinate office repairs, maintenance requests, and vendor relationships; escalating issues as needed.

• Maintain inventory and ordering of office supplies, food, and beverages to ensure the office remains appropriately stocked.

• Partner with the landlord to coordinate support and/or escalate facilities-related needs, including plumbing, HVAC, fire alarm testing, garage or elevator issues.

• Coordinate vendor support and issue resolutions for subtenants in our other office space, including parking, kitchen access, badging, and facility maintenance.

• Maintain kitchen operations, including running the dishwasher three times daily.

• Perform coffee machine maintenance, including cleaning, restocking and changing cold brew kegs.

• Support event coordination by securing meeting space, ordering food, and managing event setup and breakdown.

• Process and submit executive expense reports in a timely manner

• Ship employee-related items (e.g., recognition gifts, onboarding materials, apparel) as directed by HR Business Partners, ensuring timely and accurate delivery.

• Perform additional duties as assigned.

Physical Requirements

• Must be able to lift up to 55 pounds.

Required Experience

• Demonstrated ability to create a positive, welcoming, and service-oriented office environment

• Previous executive and administrative support experience

• Proven experience overseeing office administration within a corporate environment

• Experience coordinating office facilities, including workspace setup, furniture, repairs/maintenance, and vendor escalation

• Experience managing vendors and ensuring timely follow-through on maintenance and service requests

• Excellent interpersonal skills, including strong organizational, time management, and written/verbal communication skills; ability to effectively engage with employees, vendors, and leadership

• Ability to take ownership of office operations and proactively address issues with minimal direction

• Ability to manage routine operational tasks with consistency and strong attention to detail

• Strong responsiveness and sense of urgency in addressing requests and issues

• Ability to adapt to Microsoft Office Suite and other technologies (e.g., DataWatch)

• Basic technical troubleshooting skills related to badging, parking, and office systems, with the ability to escalate issues as needed

• Sound judgment and discretion when handling sensitive employee and executive-related matters; must adhere to strict confidentiality expectations

• Proficiency with standard corporate productivity tools, especially Microsoft Office Suite

• Ability to manage Tier I helpdesk requests related to office administration

• This position is 100% on-site

• Proficiency in English required; Spanish proficiency is a plus

Preferred Experience

• Experience supporting Corporate Operations functions during periods of increased demand, including Contracts, IT, HR, Finance, Facilities, Security, and Quality

Skills:

Certification:

Why You’ll Never Want to Leave:

• Comprehensive medical, dental, and vision plans 

• Flexible Spending Account 

• 4% 401K Match (immediate vesting) 

• Paid Time Off 

• Tuition reimbursement, certification programs, and professional development

• Flexible work schedule

• On-site gym and childcare option 

The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to skill sets, experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. At Groundswell, it is not typical for an individual to be hired at or near the top of the range for their role, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:

NOTE: Groundswell does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Groundswell, and Groundswell will not be obligated to pay a placement fee.

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Read a copy of the Company’s Non-Discrimination Policy Statement.

Additional Resources:

• EO 13496 Notification of Employee Rights under NLRA

• Know your rights: Workplace Discrimination is Illegal
   

Disability Accessibility Accommodation: If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact us at hr@gswell.com or 703-639-1777.