Administrative Support II

CYNWAVE Solutions•Ashburn, VA

2d•Onsite

About The Position

CYNWAVE Solutions, LLC is seeking three Administrative Support II team members to provide day-to-day administrative and office coordination for assigned Federal Highway Administration Eastern Federal Lands Highway Division (EFLHD) branch personnel at the Ashburn, Virginia office. Each team member will be assigned to a branch and work within a cross-functional group that shares coverage and balances workload when directed. The opportunity is contingent on CYNWAVE receiving the contract award, Government approval of personnel, and completion of required onboarding and access steps. The role prepares and tracks official documents, supports time and attendance and purchase requisitions, coordinates meetings and travel, maintains records and calendars, and provides customer service to Government employees and visitors. Branches serve approximately 25 to 50 or more personnel, and the team is expected to finalize approximately 500 to 1,000 documents annually across the requirement. The position is on-site at the EFLHD Ashburn office. The normal workday is eight hours, Monday through Friday, beginning at 7:00 a.m. or another schedule coordinated with the Government, within core office hours of 7:00 a.m. to 4:00 p.m. and including a 30-minute lunch. Federal holidays and Government office closures apply. Telework is permitted only if authorized by the Contracting Officer and under an approved telework agreement. Employees may not begin work in the facility, access Government information, or use Government systems until required documentation, training, and Government authorization are in place. Employment benefits include competitive compensation, Health and Wellness programs, and Paid Leave. The position requires USDOT identity verification and background-investigation steps, fingerprinting, Information Security System Awareness training, and facility or system access approvals.

Requirements

Professional written and verbal communication skills and the ability to work courteously with people at different organizational levels.
Strong organization, attention to detail, proofreading, follow-through, and ability to manage competing tasks and meet deadlines.
Ability to use standard office computer hardware and software and learn Government-specific systems and procedures.
Ability to work independently and collaboratively, adapt to changing priorities, and provide backup assistance to teammates.
Professional appearance and conduct appropriate for an on-site federal office.
Ability to complete required USDOT identity verification and background-investigation steps, fingerprinting, Information Security System Awareness training, and facility or system access approvals.

Nice To Haves

Prior administrative support or office coordination experience.
Experience preparing and proofreading formal correspondence.
Familiarity with records-management practices, calendars, travel, meeting support, timekeeping, or purchase requisitions.
Experience with Microsoft and Google productivity tools.
Experience with ESC PRISM, Castle, P6 Primavera, or E2 Travel; training may be provided for Government-specific processes.

Responsibilities

Prepare, format, proofread, route, distribute, and track official correspondence and other documents using Government templates, drafts, and source materials.
Monitor assigned email inboxes and telephone lines; route calls and correspondence; maintain transmission records; and ensure telephone coverage or voicemail forwarding when away from the workstation.
Organize electronic and hard-copy files under Government records-management procedures; receive, sort, and distribute mail and packages; and scan, copy, and shred materials in accordance with privacy and information-security requirements.
Provide receptionist support, assist with visitor coordination, and escort visitors as directed by EFLHD staff.
Coordinate calendars, appointments, meetings, conferences, conference calls, and webinars; prepare agendas and materials, reserve rooms, record minutes or notes when requested, and distribute follow-up items.
Arrange domestic and foreign travel for the Division Director when assigned, including travel authorizations, reservations, itineraries, advances, and vouchers using E2 Travel or the designated system.
Review employee-entered time and attendance information in Castle and P6 Primavera, identify incomplete or inconsistent entries, prepare reports for Team Leaders and Branch Chiefs, and maintain supporting records.
Prepare, enter, review, track, and update purchase requisitions and amendments in ESC PRISM; research routine questions and elevate policy or system issues to the Government lead.
Maintain branch procedures, employee directory information, calendars, action tracking, and handoff notes.
Support special projects and provide cross-coverage for other administrative stations as directed.
Use Government-authorized tools and systems, which may include Microsoft 365 applications, Google Workspace, SharePoint, Teams, Outlook, P6 Primavera, ESC PRISM, E2 Travel, Zoom, and other designated systems.