Facility and Office Manager, Office of Finance and Operations

Job Location: Atlantic Council Headquarters – Washington, DC
Employment Type: Full-Time
Seniority Level: Associate
Job Category: Staff

Overview

The Atlantic Council seeks a professional, energetic, and experienced Facility and Office Manager to ensure the efficient operation of our office space and facilities and provide administrative and operational support to the Office of Finance and Operations. The ideal candidate will be responsible for ensuring a safe, productive, and well-maintained environment for our staff and visitors. This role requires a combination of strong organizational skills, attention to detail, and effective communication skills. Special consideration will be given to candidates with experience managing, coordinating, or assisting with a significant office move. 

This position is based onsite in our Washington, DC headquarters. Pay is commensurate with experience, education, and organizational equity, with offers starting at $65,000.

Job responsibilities

Facilities Management: 

• Liaise with building management and security, proactively leading on maintenance and facilities issues to ensure best-in-class environment for employees and guests. 
• Develop and implement preventive maintenance schedules to ensure the longevity and functionality of office equipment and facilities. 
• Support logistical aspects related to event security.
• Work closely with Events and Audiovisual teams to ensure event spaces are maintained and fully functional.
• Conduct regular inspections to identify areas for improvement and address any safety hazards promptly. 
• Serve as the primary point of contact for facility-related issues and requests.

Office Operations: 

• Maintain a clean, organized, and welcoming office environment. 
• Monitor and maintain optimal inventory levels to meet organizational demands, anticipating restocking needs while minimizing excess or obsolete inventory.
• Collaborate across the organization to forecast demand, coordinate inventory movements, and address inventory-related issues.
• Project-manage and coordinate logistics for upcoming major office move.

Administrative Assistance: 

• Manage vendor relationships and invoice payment for central services, using Bill.com and other related systems. Oversee timely processing of credit card reconciliations and expense reports. 
• Support Director, Operations in developing and tracking Operations budgets. 
• Provide back-up for the Receptionist as needed; greet and direct visitors in a professional, friendly, and hospitable manner.   
• Other duties may be assigned to meet business needs.   

Qualifications

• Bachelor’s Degree or higher preferred.  
• Outstanding communication and interpersonal abilities.  
• Familiarity with office and facility management procedures and basic accounting principles.  
• Minimum 2-3 years of customer service, facility management, and administrative experience.  
• Ability to multi-task in a fluid environment.  
• Strong, demonstrated experience with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).  
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.  
• Excellent organizational, logistical, and administrative skills.  
• Professional appearance.  
• Ability to move equipment weighing 50 or more pounds. 
• Experience managing, coordinating, or assisting with a significant office move preferred.
• This position may be required to work evenings, weekends and other non-standard work hours as needed. 
• This position is not eligible for remote work as duties require physical presence at the office.  
• Interest in international relations or international policy is a plus.