JOB SUMMARY: This position relies on instructions and guidelines and works under indirect supervision, coordinates various facilities services including but not limited to maintenance, janitorial, grounds, utility management and security in accordance with the Company's policies, practices, and procedures. Supervise the Facilities and Mail Room staff. This position participates in and leads the work of subordinates.
JOB ROLES AND RESPONSIBILITIES:
1. Coordinate office activities in Claritev company headquarters while interfacing with company Executive Leadership, Board of Directors and major clients.
2. Meeting & Hospitality Support
* Lead point of contact for coordinating events / meetings for onsite activities (project planning, logistics, project management, attendee (internal and external) and vendor coordination). Ensure success of those events through proactive engagement with internal customers.
* Manage catering logistics and meal setups for all office meetings, including coordination, setup, and post-event cleanup.
* Manage workspace logistics for visiting and in-office staff, including office reservations, cubicle assignments, meeting room bookings, and workstation accommodations based on team needs.
* Facilitate office stakeholder meetings to review upcoming events to ensure alignment on logistics and office activities.
* Gather event and meeting information and consolidate all events onto a master calendar.
* Manage the acceptance and confirmation of conference room booking requests, preventing conflicts and ensuring optimal room utilization.
* Liaise with building security on evolving visitor logistics, including guest access, catering arrivals, and event coordination; communicate updates via detailed, timely emails.
* Coordinate alignment with badge issuance and parking validation requests to support smooth visitor and executive experiences.
* Track on-site meetings and visitor flow to confirm guest attendance, finalize seating arrangements, and validate room bookings.
* Monitor and update meeting schedules and guest lists to ensure seamless meeting logistics.
3. Visitor & Space Coordination
* Manage workspace logistics for visiting and in-office staff, including office / cubicle reservations, meeting room bookings, and workstation accommodations based on team needs.
* Host McLean office stakeholder meetings to review upcoming events, share updates, and ensure alignment on logistics and office activities.
* Coordinate alignment with badge issuance and parking validation requests to support smooth visitor and executive experiences.
4. Administrative & Ad Hoc Support
* Support IT with requests from guests and ELT members to facilitate smooth technology use during meetings and office activities.
* Act as a primary point of contact for ad hoc, in-person requests--responding to 10--15 drop-in inquiries daily with prompt, customer-focused support while balancing ongoing responsibilities.
* Assist with additional reception-related duties and supplies to support front-desk operations and visitor management.
5. Office & Facilities Management
* Main point of contact for local vendors (events, catering, office logistics) Notify, communicate, and follow-up with work of any and all vendors, including but not limited to: Vending, office and mailroom equipment repair, office supplies, coffee, security, furniture company, cleaning crew, paper shredding company, file storage group, plant rental, etc. to ensure quality service
* Submit facilities service requests (e.g., Prism tickets) to address office environment issues such as air conditioning, temperature control, maintenance, and cleaning needs, ensuring swift resolution.
* Participate in regular meetings with building management (Hines) to discuss facility operations, address ongoing issues, and coordinate improvements.
* Manage all incoming and outgoing mail daily: sort, scan, label, and share documents with recipients; repackage and hand-deliver return mail to designated drop-off points (e.g., FedEx, building lobby).
* Receive supply deliveries, unbox items, break down packaging, and restock inventory in storage and kitchen areas to ensure ongoing availability.
* Oversee office supply inventory to meet Executive Leadership Team (ELT) needs, including general office supplies and specialized items for executive use.
* Maintain a clean, well-stocked, and guest-ready kitchen and shared office environment by restocking snacks and beverages, tidying refrigerators before and after meetings, and cleaning counters throughout the day.
JOB SCOPE:
Ability to manage projects in a dynamic highly visible environment while exercising independent judgment and relies on instructions and guidelines to complete the job responsibilities. This is a highly visible role in an executive environment with career advancement opportunities.
Qualifications
JOB REQUIREMENTS (Education, Experience, and Training):
* Minimum high school diploma or equivalent (i.e. GED)
* Minimum 5 years experience in office management or maintenance and facilities related area
* Minimum 2 years supervisory, leadership and customer service experience
* Communication (written, verbal and listening), leadership, customer service, interpersonal, supervisory, and adaptability skills.
* Ability to adjust or alter work flow to meet deadlines
* Ability to handle confidential information
* Ability to develop proactive relationships with internal customers
* Ability to assess ramification of issues and prioritize tasks based on business impact.
* Ability to use software, hardware and peripherals related to job responsibilities, including MS Outlook and MS Office.
* Ability to travel -- Minimal
* Ability to lift 50 lbs., move office furniture or equipment, stand for long periods of time, bend, stoop, climb
COMPENSATION The salary range for this position is $85k-$90k. Specific offers take into account a candidate's education, experience and skills, as well as the candidate's work location and internal equity. This position is also eligible for health insurance, 401k and bonus opportunity. BENEFITSWe realize that our employees are instrumental to our success, and we reward them accordingly with very competitive compensation and benefits packages, an incentive bonus program, as well as recognition and awards programs. Our work environment is friendly and supportive, and we offer flexible schedules whenever possible, as well as a wide range of live and web-based professional development and educational programs to prepare you for advancement opportunities.
Your benefits will include:
* Medical (PPO & HDHP), dental and vision coverage
* Pre-tax Savings Account (FSA & HSA)
* Life & Disability Insurance
* Paid Parental Leave
* 401(k) company match
* Employee Stock Purchase Plan
* Generous Paid Time Off -- accrued based on years of service
o WA Candidates: the accrual rate is 4.61 hours every other week for the first two years of tenure before increasing with additional years of service
* 10 paid company holidays
* Tuition reimbursement
* Employee Assistance Program
* Sick time benefits -- for eligible employees, one hour of sick time for every 30 hours worked, up to a maximum accrual of 40 hours per calendar year, unless the laws of the state in which the employee is located provide for more generous sick time benefits
EEO STATEMENT
Claritev is an Equal Opportunity Employer and complies with all applicable laws and regulations. Qualified applicants will receive consideration for employment without regard to age, race, color, religion, gender, sexual orientation, gender identity, national origin, disability or protected veteran status. If you would like more information on your EEO rights under the law, please click here.
APPLICATION DEADLINE
We will generally accept applications for at least 5 business days from the posting date or as long as the job remains posted.
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