Administrative Coordinator

Zeiders Enterprises, Inc.•Woodbridge, VA

3d•Remote

About The Position

The Administrative Coordinator is a full-time Zeiders employee responsible for coordinating travel and surge support for mobile clinical teams and responding to ad hoc support requests. The role supports the full lifecycle of government requests for in-person and virtual clinical services, from tracking requests and coordinating staff through travel planning, bookings, and documentation of compliance with Zeiders travel requirements. The coordinator works closely with Virtual Clinical Services (VCS) Operations Managers, government customers, and Zeiders corporate teams to execute travel and manage resources. The role also supports VCS leadership by gathering and organizing program data, entering data, maintaining accurate records and trackers, and protecting program information in accordance with company policies, contract requirements, and privacy standards. This is a telework position. The employee must provide a dedicated, secure, and private professional workspace and meet job expectations, including completing work and projects and attending video meetings without distractions or personal responsibilities during normal working hours. The position has 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 supporting logistics, travel coordination, operational administration, or program support in a fast-paced, multi-stakeholder environment.
Demonstrated experience coordinating domestic and international travel, including documentation requirements, compliance workflows, and time-sensitive itinerary changes.
Experience working with remote or geographically dispersed teams.
Experience maintaining operational trackers, managing scheduling requirements, and supporting staff mobilization processes.
Experience collecting, organizing, and entering data into tracking systems, databases, or reporting tools with high accuracy.
U.S. citizenship and ability to pass a Tier-3 Government Background Check.
Strong organizational and time-management skills, including the ability to handle multiple concurrent tasks and shifting priorities.
Excellent written and verbal communication skills, especially when explaining compliance requirements and providing instructions to staff.
High attention to detail and accuracy in documentation, travel compliance, and data entry.
Ability to exercise sound judgment, problem-solve quickly, and adjust plans in response to operational changes or surge requests.
Strong collaboration skills across operations managers, government stakeholders, supervisors, and traveling staff.
Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, SharePoint, and Planner.
Ability to learn and navigate internal corporate systems, travel platforms, and tracking tools.
Commitment to confidentiality and adherence to data-security and privacy standards.
Adaptability, initiative, and reliability in high-tempo operational environments.
Reliable transportation to travel to assigned locations and nearby facilities when required for access to U.S. Government facilities and systems.
May need to work outside standard business hours to address urgent travel needs or during peak periods.

Nice To Haves

Experience supporting military, government contracting, or clinical/human-services programs.
Familiarity with Fleet and Family Support Program (FFSP) operations, virtual services, or mobile clinical support workflows.
Knowledge of international entry documentation requirements, such as country-specific clearance forms, visa guidance, and vaccination mandates.
Experience assisting with or producing programmatic or contractual reports, dashboards, or operational performance summaries.
Prior experience coordinating staffing requests, surge operations, or scheduling.
Project management certification or coursework, such as CAPM, PMP, or equivalent.

Responsibilities

Coordinate end-to-end travel planning for mobile clinical teams supporting global military installations, ensuring adherence to local, national, and international entry requirements.
Coordinate with government Fleet and Family Support Program contacts and internal operations managers to forecast staffing needs and organize support activities.
Prepare and collect travel and entry documentation, track request completion, and ensure staff comply with travel documentation requirements.
Receive service delivery requests from operations managers and track scheduled travel and service delivery in the program calendar.
Communicate travel compliance requirements to traveling staff and maintain step-by-step guides and checklists for required paperwork.
Ensure staff use corporate systems to book travel and rental cars on time, finalize hotel accommodations, complete travel paperwork, and follow compliance protocols.
Monitor and adjust travel logistics in response to changing needs, unexpected changes, and surge operations.
Coordinate with supervisors on staffing to meet service requests and plan for peak operational periods.
Perform additional administrative tasks as requested.
Collaborate with VCS leadership and staff to develop and maintain routine and ad hoc reports for operations, performance monitoring, and contract reporting.
Enter data into designated systems, databases, and tracking tools, maintaining complete, accurate, and current records.
Maintain the confidentiality and security of program data in accordance with company policies, contract requirements, and privacy standards.