Administrative Coordinator

Nationwide•Woodbridge, VA

3d•Remote

About The Position

The Administrative Coordinator is a full-time Zeiders employee who provides travel and surge-support coordination for mobile clinical teams and fulfills 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 to arranging travel and documenting compliance with company travel requirements. The coordinator works closely with Virtual Clinical Services (VCS) Operations Managers, government customers, and Zeiders corporate teams to support travel execution and resource management. The position also supports VCS leadership by gathering and organizing program data, entering data, and maintaining accurate, timely, and complete records in designated systems and tracking tools. The coordinator safeguards program data in accordance with company policies, contract requirements, and applicable privacy standards. The position is telework-based. The employee must provide a dedicated, secure, private, professional workspace and meet normal work expectations, including completing daily work and projects and attending video meetings without distractions or personal responsibilities during working hours. The role may require work outside standard business hours for urgent travel needs or during peak periods. Compensation depends on geographic location and experience; wages are available upon request.

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 accurately entering data into tracking systems, databases, or reporting tools.
U.S. citizenship and ability to pass a Tier-3 Government Background Check.
Strong organizational and time-management skills, including the ability to manage concurrent tasks and shifting priorities.
Excellent written and verbal communication skills, particularly 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, solve problems quickly, and adjust plans in response to operational changes or surge requests.
Strong collaboration skills for coordinating with 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 use internal corporate systems, travel platforms, and tracking tools.
Commitment to confidentiality and data-security and privacy standards.
Adaptability, initiative, and reliability in high-tempo operational environments.
Reliable transportation to travel to assigned locations and nearby facilities, as stated for positions requiring access to U.S. Government facilities and systems.

Nice To Haves

Experience supporting military, government contracting, or clinical/human-services programs.
Familiarity with Fleet and Family Support Program 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; beneficial but not required.

Responsibilities

Administer end-to-end travel planning and coordination for mobile clinical teams supporting global military installations, ensuring adherence to local, national, and international entry requirements.
Collaborate with government Fleet and Family Support Program contacts and internal operations managers to forecast staffing needs and coordinate support activities.
Coordinate staffing, prepare and collect required documentation, track request completion, and ensure staff meet travel-documentation requirements.
Receive service-delivery requests from operations managers and track scheduled service delivery and travel in the program calendar.
Communicate travel-compliance requirements to traveling staff and develop 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 real-time needs, unexpected changes, and surge-support operations.
Coordinate with supervisors on staffing to meet service-delivery requests and plan for peak operational periods.
Complete additional administrative tasks as requested.
Collaborate with VCS leadership and staff to develop and maintain routine and ad hoc reports supporting operations, performance monitoring, and contract reporting.
Enter data into designated systems, databases, and tracking tools and maintain complete, accurate, and current records.
Protect program data in accordance with company policies, contract requirements, and privacy standards.