Operations Coordinator

540 is looking for an Operations Coordinator to help us with our office management, employee experience, marketing, task management and dabble in some accounting duties. This person will be willing to jump in, anticipate needs as they arise and #getshitdone!

Job Responsibilities
Administrative:

• Coordinates the logistical, day-to-day operation of the office
• Provides general office assistance such as mailing and organization
• Provides responsive service to employees and visitors (including visitor escorts to the suite).
• Assists in organizing company functions, meetings, and events - including assistance with catering orders, booking conference rooms, and event space
• Maintain working relationship with property management for day-to-day operations reporting and resolving issues, respond and provide on-site support
• Screens incoming communications and route for follow-up
• Orders supplies to ensure the office is well stocked
• Coordinates office logistics that include office renovation
• Provides back-end support to offices and employees to resolve issues, including coordinating conference room technology troubleshooting
• Coordinates travel arrangements

Accounting:

• Reviews invoices for completeness and appropriate support before routing to our Accounting company
• Processes and codes invoices, routes to approvers and export to Accounting company
• Research and call vendors as needed to discuss W-9’s, invoices, etc.

Employee Experience:

• Coordinates and purchases reward gifts, such as Anniversary and Team Awards
• Coordinates and purchases gifts for employees
• Event Planning:
  • Provides proactive scheduling and presentation to the Leadership Team of upcoming event options and current event details
  • Communicates and documents accomplished checklists and event readiness reports just prior to planned
  • Responsible for planning, organizing, managing and coordinating various types of events (including virtual and in-person employee engagement events)
  • Performs research in order to gain understanding of different requirements and details of each event
  • Plans and organizes events in accordance with financial and time restraints
  • Offers solutions to resolve problems in a timely manner
  • Carefully supervises event preparation activities & day of activities
  • Analyzes and evaluates event’s results
• SWAG:
  • Implements the 540 culture creatively in our swag to maintain high company morale
  • Creates processes for company SWAG requests
  • Organizes, manages and executes the SWAG process
  • Proactively addresses future SWAG needs
  • Works closely with relevant stakeholders, establish good supplier relationships, and find the best vendors to support our company growth
  • Maintains accurate inventory & distribution for New Hire Welcome Gifts

Marketing:

• Conducts market research to identify opportunities for marketing competitive advantage, including recommendation of company members at relevant events
• Represents our brand at industry events and conferences, oversees booth setup, and drives lead generation
• Provides social media marketing assistance
• Collaborates with our leadership and Project Anchors to create marketing items

Task Management:

• Light project management to include maintaining various project management boards
• Supports the CEO/CTO by collecting tasks and tracking progress across disparate tracking sources (project Jira boards, BD Trello Boards, individual to-do lists, etc) to provide a comprehensive list of tasks
• Support time management activities and CEO/CTO calendar to support both meetings and tasks coming due
• Track trends of ad hoc and “last minute” meeting requests for CEO/CTO to facilitate better future planning and time management

Location: Arlington, VA - in office requirement Tuesday - Thursday
Citizenship & Clearance Requirement: We are unable to sponsor VISAs at this time
Education Requirement: Bachelor’s Degree (preferred)
540 Internal Thrive Level: Internal

WHY 540?

540 is a forward-thinking company that the government turns to in order to #GetShitDone. We do more than talk about it, we break down barriers to innovation and build impactful tech. We’re looking for someone with big ideas, who thrives on innovation and is a self-starter. If you love to learn about and work with new technologies, we want to talk to you.

REQUIRED SKILLS & EXPERIENCE

• Strong organizational skills with the ability to prioritize tasks and meet deadlines
• A self-starter who takes initiative in finding solutions, with demonstrated ability to execute tasks
• Administrative experience working in a complex organization
• Excellent verbal, written, and interpersonal communication skills.
• Experience with graphic design tools such as InDesign or Canva or like design software
• Experience working with Microsoft Office suite and/or Google Workspace tools such as Word, Excel, Powerpoint, Google Docs, Sheets, and Slides
• Experience working with Certify or Unanet
• Proven experience in event planning and logistics
• Experience with remote and hybrid work arrangements
• Strong interpersonal, collaborative, and team-oriented skills
• Ability to communicate effectively with both leadership, clients and team members alike
• Creative, resourcefulness, and independent, but willing to #getshitdone

NICE TO HAVE SKILLS & EXPERIENCE

• Experience working in the Government Contracting industry
• Experience in digital/social media marketing
• Experience in accounting functions
• Experience in office renovations/build outs 

BENEFITS & PERKS

• 100% covered health, dental and vision premium for employees, optional dependent coverage
• Flexible Spending Account (FSA)
• 401k with employer match
• Company Sponsored Life Insurance, Short and Long Term Disability coverage
• Flexible PTO + all Federal holidays off
• Home Office allowance
• Reimbursement for trainings / certifications
• Paid AWS Developer account
• Fully loaded Macbook Pro
• Referral Bonus - good people know good people

Annual Social Events (hackathon, holiday party, charity golf tournament, etc.)

• Access to 540’s Washington Capitals tickets

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

540's policy is to provide equal employment opportunity to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.