Summary:
Tetra Tech ES, Inc. based in Arlington, Virginia is seeking a Operations Coordinator to execute the administrative function within the operating unit and its principal office in Arlington, VA to support the implementation of energy programs worldwide, to provide internal customer service to US and international employees, and to maximize operational efficiencies under the direction of the Vice President of Consulting and Business Services.
Responsibilities:
Operations
Execute all logistics for operating unit meetings, retreats, team conferences, training and other team building and office events to include scheduling, online meeting setup, reviewing/editing and printing materials, travel arrangements, event meals, participant lists etc.
Schedule, prepare minutes, track and follow-up on action items for management, operations and other applicable meetings.
Schedule monthly All Hands meetings, develop the meeting presentation with input from each business service team and facilitate the presentation during the meeting.
Coordinate with Tetra Tech’s travel agency to source and book compliant flights for employees and consultants. Provide guidance to travelers on internal travel processes.
Coordinate with Tetra Tech’s international visa providers on visa applications and passport renewals.
Maintain various operating unit trackers such as: overseas field offices and international registrations information directory, staff email distribution lists, etc.
Represent the operating unit on the Safety Council and the International Health, Safety, and Security (IHSS) Working Group. Communicate safety updates to staff, ensure compliance with the duty of care standards, participate in monthly calls with IHSS representatives from all projects.
Maintain trackers of staff and office status in times of crisis and coordinate the reporting of health, safety and security events to Corporate via an internal portal
Serve as an administrator on the operating unit’s shared drive on Egnyte and MS Teams sites. Update shared drive usage training, share tips, and troubleshoot any issues.
Coordinate with HR and IT to prepare workstations, order equipment for employees and maintain the inventory of laptops, cellphones, and other company equipment
Collaborate with IT on office equipment repairs, contact vendors to troubleshoot issues, coordinate repairs and order replacements.
Assist with the office seating chart and moves.
Provide the Executive Management Team with administrative support including complex scheduling, travel, meeting preparation, and expense reports.
Coordinate with Tetra Tech’s freight forwarding provider to support overseas relocations.
Coordinate with the Office Administrator on the mail distribution, visitor office accommodations, the whereabouts calendar.
Organize the logistics for special events such as social hours, wellness initiatives, etc.
Internal Communications
Manage departmental deadline calendar and share-out regular reminders and track bid proposal due dates, major field event dates.
Draft and distribute internal communications such as all staff presentations, administrative reminders, internal updates.
Prepare the unit’s contribution to annual sustainability report and respond to ad hoc Corporate reporting requests.
Assist in the creation or formatting of qualification documents for each project. Regular maintenance of the operating unit’s quals folder.
Finance
Support the Finance team in answering staff questions about the expense report system, updating information guides, and tracking reports.
Manage the weekly timecard submission process.
Other duties as assigned.
Essential KSA’s required (experience, skills, education, certification, etc.)
Bachelor’s degree (or equivalent combination of education/experience).
Minimum of 1-year relevant work experience.
Excellent written and oral communication skills.
Good analytical and problem-solving skills.
Strong organizational, time management and prioritization skills.
Works efficiently under deadlines, both independently and as a team member.
Uses discretion with confidential business matters.
Excellent listening skills and commitment to customer service.
Proficient in MS office suite: MS Word, MS Excel, MS PowerPoint, MS Teams, and OneDrive.
Valued but not required KSA’s:
Proficiency in Egnyte, Chrome River, and RezDesk.
Bachelor’s degree in international development, international studies, business administration.
2 years of experience working in a non-profit or USAID contractor operations or administration department preferred.
A foreign language is a plus: French, Spanish or Russian.
About Tetra Tech:
Tetra Tech is a leading provider of high-end consulting and engineering services for projects worldwide. We combine the resources of a global, multibillion dollar company with local, client-focused delivery in more than 400 locations around the world. We are Leading with Science® to provide sustainable and resilient solutions for our clients.
At Tetra Tech, we provide a collaborative environment that supports individual performance, innovation, and creativity. We are proud to offer competitive compensation and benefits. Learn more by visiting http://www.tetratech.com/en/benefits.
For more information on our company, please visit our website at www.tetratech.com. To apply, please submit your resume and cover letter on the Careers portion of our website at www.tetratech.com/careers.
We thank all applicants for their interest; however only those selected for an interview will be contacted. Tetra Tech is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. We invite resumes from all interested parties including women, minorities, veterans and persons with disabilities.
Tetra Tech is a VEVRAA federal contractor and we request priority referral of veterans for available positions.
EOE AA M/F/Vet/Disability – No calls or agencies
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