Operations Administrator

Job Description

WHO WE ARE

Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.

We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people. At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.

Building American Innovation isn’t just our tagline - it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.

SUMMARY

This role provides comprehensive administrative support for NIBS office operations and project management activities. Responsibilities include managing the office budget, maintaining security, coordinating meetings and events, and handling logistics for on-site gatherings. The position also supports program and project managers by ensuring smooth administrative processes, enabling them to focus on delivering high-quality projects on time.

The ideal candidate is highly organized, adaptable, and able to work independently with sound judgment. Strong time management, multitasking skills, and a positive, professional demeanor are essential. This role represents NIBS to visitors and stakeholders, creating a welcoming environment and responding effectively to inquiries from both internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Project Management Support

• Assist program and project managers in administrative functions and processes.
• Monitor moving parts of the project, keeping them synchronized and moving forward.
• Prepare, organize, and distribute project materials.
• Attend assigned project meetings and record minutes.
• Track and report project metrics.
• Assist in the development, maintenance, and administration of key standard operating procedures, e.g., a Quality Management Plan
• Help prepare project presentations.

Event & Meeting Support:

• Coordinate internal and external meetings, including scheduling, catering, A/V setup, and printed materials.
• Provide logistical support for Capitol Hill briefings, receptions, and large conferences (registration, hotel coordination, shipping, and exhibitor/attendee data).
• Assist with event setup and takedown, registration, and on-site support.
• Research, plan, and order in-house food and beverage from various vendors.

Office Administration and Front Desk:

• Serve as receptionist and greet guests during meetings.
• Answer and route calls on the main NIBS phone line.
• Maintain inventory of office and event supplies.
• Manage shipping, postage, and delivery needs.
• Track office space usage and coordinate moves when needed.
• Act as “staff traffic coordinator” to monitor staff schedules and locations.

Marketing & Communications Support:

• Assist with HubSpot emails and update events on the website.
• Organize and manage marketing assets, including giveaways and collateral.
• Conduct research and reorder materials as needed.

SUPERVISORY RESPONSIBILITIES

N/A

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific skills include:

• Excellent communication skills (oral and written) and strong customer service orientation.
• Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
• Strong multitasking ability; capable of managing multiple projects simultaneously.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with project management tools (MS Project or similar).
• Ability to work independently while being an effective team player; proactive in supporting others.
• Knowledge of office operations, including equipment (copiers, postage/shipping machines, A/V systems).
• Understanding project work plans, schedules, budgets, and staffing.
• Familiarity with federal contracting requirements and terminology.
• Working knowledge of the building industry preferred.
• Results-driven with a positive attitude and strong work ethic.

EDUCATION and/or EXPERIENCE

• This position requires a high school diploma or equivalent; an associate degree is preferred.
• Minimum 2 years of administrative experience, preferably in event or office management.
• Proficiency in Microsoft Office Suite; familiarity with HubSpot and basic web updates is a plus.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently and exercise sound judgment.

BENEFITS

• Exposure to diverse, high-impact projects across the building sciences sector.
• Collaborate daily with colleagues from a wide range of disciplines.
• Work alongside some of the most respected experts in the building sciences and technology fields.
• Professional development and training opportunities.
• NIBS offers a competitive salary and benefits package including fully paid health care premiums for medical, dental, and vision.

HOW TO APPLY

If you feel you are a great fit for this role, please send your resume, cover letter, and salary requirement to jobs@nibs.org today!