Project Coordinator

DEPARTMENT: Finance & Operations

POSITION OBJECTIVE: Provide office operations administrative and project support. Including coordinating internal meetings and events, managing vendor relationships, maintaining operational documentation and training protocols, and providing comprehensive support to staff and management.

REPORTS TO: Director, Office Operations

PAY RANGE: an hourly equivalent to $55,000 - $64,000 annually

LOCATION: Washington, DC; eligible to earn telework 2 days/week

Duties And Responsibilities

• Serve as main point of contact for office related requests from staff
• Serve as main point of contact for building operations and in-office catering needs, including but not limited to, Boston Properties Portal, Collins Interiors, Grub Hub and other vendors and suppliers as necessary
• Maintain & update manuals for the Office Operations Team, including, but not limited to, the Front Desk Guide, General Office Procedures, Internal Meetings Booking Policy, Conference Pantry Policy, AFBF Conference Calendar Process and Procedures Guide and Conference Room Operations Guide Research
• Set up vendor meetings for Director, Office Operations
• Collaborate with Office Services Coordinator to manage and setup meetings
• Monitor the AFBF Meetings Inbox: Receive, reserve and file all meeting requests. Follow up with program staff as needed.
• Research, coordinate and prepare meeting contracts for review and approval by manager
• Serve as main point of contact for Egencia Travel management procedures
• Serve as main point of contact in training new administrative assistants on front desk, conference room, travel procedures, and office procedures
• Manage logistics and provide on-site coordination and support for AFBF Board Meetings and internal meetings as directed, including meetings and visits with state Farm Bureaus and other outside parties.
• Process and code vendor invoices using Accounts Payable software
• Conduct general research and analysis of topics related to office operations, internal meetings and other applicable topics
• Provide relief and back-up assistance to the front desk on a rotating schedule with other support staff
• Provide back-up support to the Office Services Coordinator
• Provide on-site assistance at the AFBF Annual Convention
• Other duties as assigned
  
  

Relationships

Works daily with all AFBF staff. Communicate and collaborate with state staff and outside vendors as needed.

Education Or Training Required

• Associates degree or equivalent experience
  
  

Experience And Skills Required

• 2-3 years’ experience in a professional environment
• Proficient with Microsoft Office and other office software
• Detail oriented and organized; task oriented with a “can-do” attitude
• Self-directed, takes initiative
• Ability to collaborate with staff from all departments to accomplish tasks
• Basic understanding of AV equipment in conference rooms
• Experience with meeting and event logistics
  
  

Preferred Education/Experience/Training/Skills

• Farm Bureau work experience a plus
• Proficient with Egencia Travel management software (other travel software such as Concur is acceptable)
• Experience with database programs
  
  

Other Requirements

• Ability to work occasional overtime on a project need basis
• Ability to travel 2 to 4 times a year