Facilities Support Specialist

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

📋 Description

• Provide administrative and operational assistance to the Director and Senior Vice President of Operations.

• Manage executive calendars and facilitate meetings, travel arrangements, agendas, minutes, and follow-up tasks.

• Create and oversee trackers for contract deliverables, deadlines, milestones, and leadership action items.

• Collaborate with project teams to gather, review, organize, and submit necessary reports and deliverables.

• Assist with contract phase-in, phase-out, mobilization, and transition processes.

• Monitor staffing, onboarding, training, security access, documentation, and operational readiness requirements.

• Compile weekly, monthly, quarterly, and executive-level reports, presentations, dashboards, and status updates.

• Support Program Management Reviews, customer meetings, operational reviews, and special projects.

• Maintain SharePoint sites, document libraries, continuity files, and operational records.

• Aid in procurement requests, vendor coordination, invoice documentation, and facilities-related administrative tasks.

• Coordinate efforts across Operations, Contracts, Finance, HR, Quality Control, Security, and project management teams.

• Monitor risks, corrective actions, open issues, and leadership-directed assignments through to resolution.

• Assist with audit preparations, records management, and contract compliance documentation.

• Handle confidential and sensitive business information with the utmost discretion.

• Perform additional tasks as assigned.

⛳️ Requirements

• An associate degree in Business Administration, Project Management, Facilities Management, or a related field is preferred; equivalent relevant experience may be considered.

• Three to five years of experience in administrative support, operations coordination, project coordination, facilities support, or a similar role.

• Experience in supporting senior leadership and managing competing priorities is essential.

• Strong proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.

• Experience in managing deliverables, timelines, action item trackers, reports, and document control systems.

• Excellent written and verbal communication skills.

• Strong organizational, analytical, and time management skills.

• Ability to work independently, exercise sound judgment, and maintain confidentiality.

• Capability to coordinate effectively across various departments, projects, and geographically dispersed work locations.

• Preferred experience in government contracting, facilities maintenance, base operations support, or contract transition.

• Familiarity with Power BI, Smartsheet, Maximo, or similar reporting and tracking systems is preferred.

• Proven ability to handle confidential information and exercise sound judgment.

• Ability to collaborate independently and with project staff, corporate departments, government personnel, and subcontractors.

• Must be eligible to obtain and maintain a Secret security clearance.

• Must have a valid state driver’s license and a clean driving record.

• Must successfully complete pre-employment screening, which may include a criminal background check, motor vehicle record review, and 5-panel drug screening.

• Ability to occasionally lift and carry office materials and supplies weighing up to 25 pounds.

• Must be available for on-call, alternate, and extended shift schedules as needed, including evenings, weekends, and holidays.

🏝️ Benefits

• Medical, Dental, and Vision coverage.

• TRICARE Supplemental.

• Critical Illness insurance.

• Company-Paid Life and Short-Term Disability insurance.

• Optional Long-Term Disability.

• Paid Leave.

• 401(k) Retirement Plan.

• Identity Theft Protection.

• Employee Discounts.

• Wellness Seminars.