Administrative Coordinator

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Facilitate coordination for travel and surge support with mobile clinical teams.

• Assist in managing the complete lifecycle of government requests for both in-person and virtual clinical support.

• Monitor initial requests, organize staffing, arrange travel, secure hotel accommodations and rental vehicles, and ensure compliance with Zeiders travel protocols.

• Collaborate with Virtual Clinical Services Operations Managers, government clients, and Zeiders corporate teams.

• Create systems to track travel surge requests while supporting travel arrangements and execution.

• Collect and organize program data, perform data entry, and maintain precise, timely, and comprehensive records.

• Oversee comprehensive travel planning and coordination for mobile clinical teams assisting global military installations.

• Anticipate staffing needs and coordinate support activities with government Fleet and Family Support Program contacts and internal operations managers.

• Prepare and gather documents necessary for local and global country requirements, monitor request completion, and ensure compliance with travel documentation standards.

• Keep track of scheduled service delivery in the program calendar.

• Clarify travel compliance requirements to traveling staff and maintain detailed guides and checklists.

• Ensure timely booking of travel and rental cars by staff, finalize hotel accommodations, complete travel documentation, and adhere to compliance protocols.

• Adjust and oversee travel logistics in response to real-time needs, unexpected changes, and surge support operations.

• Coordinate staffing with supervisors for service delivery requests and peak operational periods.

• Create and maintain routine and ad hoc reports that support program operations, performance monitoring, and contract reporting.

• Uphold confidentiality and security regarding program data.

• No supervisory responsibilities.

⛳️ Requirements

• Bachelor’s degree in business administration, project management, human services, logistics, or a related field, or an equivalent combination of education and professional experience.

• At least 2 years of experience in logistics support, travel coordination, operational administration, or program support within a fast-paced, multi-stakeholder environment.

• Proven experience in coordinating domestic and international travel, including documentation requirements, compliance workflows, and time-sensitive itinerary adjustments.

• Experience working with remote or geographically dispersed teams.

• Previous experience in maintaining operational trackers, managing scheduling needs, and aiding staff mobilization processes.

• Proficient in collecting, organizing, and entering data into tracking systems, databases, or reporting tools with a high degree of accuracy.

• US Citizen with the ability to pass a Tier-3 Government Background Check.

• Reliable transportation for travel to assigned locations and nearby facilities.

• Proficiency in Microsoft Office 365 applications, including Outlook, Excel, Teams, SharePoint, and Planner.

• Ability to learn and navigate corporate internal systems, travel platforms, and tracking tools.

• Commitment to maintaining confidentiality and upholding data security and privacy standards.

• May require working outside standard business hours to address urgent travel needs or during peak periods.

• Preferred: Experience in supporting military, government contracting, or clinical/human services programs.

• Preferred: Familiarity with Fleet and Family Support Program operations, virtual services, or mobile clinical support workflows.

• Preferred: Knowledge of international entry documentation requirements.

• Preferred: Experience in assisting with or creating programmatic or contractual reports, dashboards, or operational performance summaries.

• Preferred: Previous experience coordinating staffing requests, surge operations, or scheduling.

• Certification or coursework in project management is an asset but not mandatory.

🏝️ Benefits

• Full-time employment.

• Telework position.

• Dedicated professional workspace suitable for telework.

• Equal Opportunity Employer.

• Protected Veterans/Individuals with Disabilities.

• Reasonable accommodations may be made for individuals with disabilities.