Job Description

Job Description

Job Description

Overview
Epik International, a U.S. general contractor supporting the Department of State’s Bureau of Overseas Buildings Operations (OBO), seeks a full-time Office Administrator to manage daily operations at our Fairfax, VA headquarters. This position is critical to maintaining the company’s administrative continuity while most of the project and management teams operate overseas. The ideal candidate is self-motivated, organized, and dependable, capable of managing all office functions independently and maintaining consistent communication with remote personnel through Microsoft Teams, Outlook, and other collaboration tools.

Office and Administrative Operations

• Serve as the main point of contact at the Fairfax headquarters, ensuring the office operates smoothly in the absence of on-site staff.
• Receive, log, and distribute mail, packages, and courier deliveries; manage outgoing correspondence.
• Maintain organized physical and digital filing systems, ensuring records are properly labeled and accessible.
• Coordinate office services such as cleaning, maintenance, utilities, and vendor support.
• Monitor office supplies and inventory; place orders and reconcile invoices.
• Manage visitor access, building passes, and coordinate with property management as needed.
• Maintain general tidiness and professional presentation of the office space.

Administrative Support to Departments

• Support project, human resources (HR), and finance teams with document collection, scanning, and filing.
• Assist with formatting letters, memos, and formal correspondences for management review.
• Coordinate electronic document signatures and maintain shared document libraries.
• Provide occasional support for recruitment logistics, onboarding paperwork, and travel coordination.

Finance and Accounting Support

• Receive and log invoices, vendor bills, and receipts into the company’s accounting system (QuickBooks Online).
• Coordinate with the accounting department for payment processing and documentation follow-up.
• Assist in preparing financial forms, purchase orders, and expense reports.
• Maintain accurate records for expense tracking and audit compliance.

Facility Clearance Operations

• Manage and maintain the company’s Facility Clearance (FCL), ensuring compliance with NISPOM and DCSA standards.
• Serve as the primary liaison with DCSA for inspections, reporting, and ongoing communications.
• Administer personnel security (PCL) processing, clearance verifications, visit authorizations, and incident reporting through DISS.
• Oversee the company’s FOCI mitigation program, ensuring documentation, training, and adherence to the approved mitigation agreement.
• Conduct initial, annual, and termination briefings; maintain training and self-inspection records.
• Manage secure storage, physical access control, and visitor procedures.
• Prepare and maintain all required documentation and system updates in NISS and DISS.
• Monitor and report any changes in company operations in accordance with FOCI mitigation obligations.

Qualifications

• U.S. Citizen, holding a minimum of Secret-level Personnel Clearance issued by Diplomatic Security Service (DSS)
• Minimum 3–5 years of administrative or office management experience, preferably in an engineering, construction, or professional services environment.
• Proven ability to manage an office independently with minimal supervision.
• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint).
• Experience with QuickBooks Online or similar accounting platforms preferred.
• Excellent organizational and communication skills, both written and verbal.
• High attention to detail, accuracy, and accountability in document handling.
• Professional demeanor suitable for a federal contractor environment.

Work Environment & Schedule

• Full-time, on-site position (Monday–Friday, 9:00 a.m. – 5:00 p.m.).
• Location: Epik International Headquarters, Fairfax, VA.
• The role is largely independent; the office may often be vacant except for the administrator.
• Regular communication occurs through Microsoft Teams, email, and periodic virtual coordination with overseas teams.

Epik International is a U.S. general contractor delivering secure construction projects for the U.S. Department of State worldwide. Headquartered in Fairfax, VA, the company manages design-build and construction contracts in support of U.S. diplomatic missions, operating under strict federal security and compliance standards.

Company Description

Epik International is a U.S. general contractor delivering secure construction projects for the U.S. Department of State worldwide. Headquartered in Fairfax, VA, the company manages design-build and construction contracts in support of U.S. diplomatic missions, operating under strict federal security and compliance standards.

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