Front Desk Administrative Assistant

Reports to:

Senior Administrative Assistant

Status:
Full-time, Non-Exempt

True Ground Housing Partners was founded in 1989 by four families motivated to address affordable housing needs in Arlington, VA. Today, we have grown into one of the region’s leading nonprofit affordable housing developers. Our rental communities provide affordable housing to more than 5,000 people in the Washington, DC Metro Region for neighbors earning between 30% and 80% of the Area Median Income (AMI).

True Ground exists to provide quality affordable housing and resident-centered programming to help our residents make the most of their home.

The Front Desk Administrative Assistant reports to the Office Operations Manager and serves as the first point of contact for visitors, staff, and vendors. This role provides primary front desk coverage and supports daily office operations, including reception services, conference room coordination, mail handling, and basic administrative support. The ideal candidate is customer‑service oriented, highly organized, and able to manage multiple responsibilities in a fast‑paced environment.

• Provide primary coverage for the front desk and all reception duties, including greeting visitors, assisting guests, and answering and directing phone calls
• Maintain a welcoming, professional, and organized reception area and provide continuous front desk coverage during business hours
• Serve as first point of contact for general inquiries, directing callers and visitors appropriately, escalating issues as needed
• Coordinate conference room scheduling, setup, and basic conference technology support
• Set up and reset conference rooms before and after meetings
• Assist with conference room technology and video conferencing
• Ensure meeting spaces are clean, organized, and fully stocked
• Prepare refreshments and materials for meetings when needed

• Conduct daily inventory checks of office supplies, kitchen supplies, beverages, and staff snacks
• Maintain appropriate stock levels and notify management when reordering is needed
• Monitor inventory usage trends and identify shortages before they occur
• Maintain kitchen, breakroom, and coffee station supplies and ensure common areas remain stocked and presentable throughout the day
• Restock paper, toner, office supplies, coffee, snacks, beverages, and breakroom items
• Organize and maintain supply closets and storage areas
• Assist with coordinating janitorial, maintenance, and other office vendors
• Provide basic support for office systems (phones, key fobs, alarms) and coordinate with vendors as needed
• Assist in the planning and preparation for staff events, including lunches, socials and special occasions
• Receive, sort, and distribute incoming mail
• Prepare outgoing mail and manage FEDEX deliveries, including coordination of carrier pickups
• Scan and electronically distribute incoming correspondence
• Assist with bulk mailings

• Perform general administrative and clerical duties such as monitoring True Ground’s corporate email, preparing materials for meetings, photocopying, physical and electronic filing, providing logistical information to guests and staff, etc.; provide in-office admin support for remote staff members
• Assist in preparing materials for meetings and internal communications
• Provide logistical support for meetings, small events, and office activities
• Assist in the planning and preparation for staff events, including lunches, socials and special occasions; coordinate catering deliveries and event setup
• Become a notary for the state of Virginia for in-house notary needs; assist with witness and signature requests as needed
• Support the signer approval process
• Prepare, print, organize, and distribute documents requiring executive signatures
• Coordinate and support document signing days
• Track and route signed documents to the appropriate departments
• Assist with large check runs, including printing, organizing, folding, stuffing, and preparing checks for mailing
• Support administrative workflows requiring document collection and signatures
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