Operations Support Specialist I, II, III

Prism Maritime•Chesapeake, VA

About The Position

Summary of duties – Operations Support Specialist I provides routine to intermediate administrative and coordination support to the Operations Department. This position assists with preparing, organizing, and maintaining project documentation; routing information for internal review; and supporting basic vendor communication and solicitation activities under direction. The Operations Support Specialist I maintains orderly records and assists with document preparation, tracking functions, and the administrative tasks required to support the department. Level II Operations Support Specialist II provides advanced administrative and coordination support to the Operations Department. This position organizes, prepares, and maintains project documentation; supports administrative components of vendor and subcontractor coordination; and prepares structured materials used for pricing, solicitations, evaluations, and internal decision-making. The OSS II works with increased independence and judgment, coordinating multi-step workflows and preparing administrative documents supporting operational requirements. Level III Operations Support Specialist III provides senior-level administrative and coordination support to the Operations Department. This position manages complex documentation workflows, prepares advanced administrative materials supporting pricing and vendor evaluations, and coordinates multilevel solicitation and vendor communication activities. The Operations Support Specialist III assists in developing structured administrative processes, supports operational leadership with high-level documentation, and operates with substantial independence while ensuring compliance with procedures.

Requirements

HS diploma or GED mandatory
(2) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
High School Diploma or equivalent, including one of the following time-related work experience and education minimums.
Bachelor’s Degree + (2) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
Associate's Degree + (3) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
(4) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
High School Diploma or equivalent, including one of the following time-related work experience and education minimums.
Bachelor’s Degree + (4) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
Associate's Degree + (5) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
(8) years of administrative, clerical, or project support experience, or an equivalent combination of education and experience.
Must be able to obtain and maintain a SECRET clearance.
Physical requirements include the following: Lifting/moving up to and including 25 pounds

Responsibilities

Provide administrative support through preparing correspondence, maintaining project files, and organizing documentation required for operational activities.
Assist with formatting, assembling, and preparing project documents, checklists, logs, and internal forms.
Support the routing, review, and organization of project documentation required for internal approvals and workflow processing.
Maintain routine logs and trackers, including solicitation logs, quote logs, receipt confirmations, and general status records.
Assist in gathering vendor quotes and updating comparison tables and basic administrative summaries under direction.
Support assembly of solicitation materials such as draft requests, document packages, distribution lists, and attachments.
Prepare simple draft correspondence to vendors regarding administrative items or quote requests for supervisory review.
Assist in maintaining controlled files, including version control, naming conventions, and retention in accordance with company procedures.
Support meeting activities, including preparing agendas, taking notes, and tracking action items for follow-up.
Assist in preparing administrative components of proposals or project packages as assigned.
Coordinate routine communication with internal teams to gather required documentation or clarify administrative requirements.
Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals.
Prepare, organize, and maintain complex project documentation, ensuring accuracy, completeness, and compliance with internal procedures.
Independently prepare formatted materials, structured summaries, and administrative exhibits supporting pricing, vendor evaluations, and solicitation activities.
Coordinate with vendors and subcontractors to request quotes, obtain clarifications, confirm receipt of solicitations, and facilitate administrative communication.
Maintain detailed solicitation documentation, including quote logs, evaluation input logs, correspondence records, and document distribution tracking.
Compile pricing comparison sheets, summary tables, administrative evaluation inputs, and draft narrative sections for review.
Assist Operations in preparing administrative documentation supporting source evaluation activities, ensuring all materials are organized and traceable.
Draft negotiation-related administrative correspondence for review and approval prior to release.
Maintain controlled documents according to naming conventions, version control processes, and retention requirements.
Assist with coordinating project schedules, staffing updates, and administrative milestones to support operational planning requirements.
Prepare and update project planning records, administrative schedules, and required tracking tools to ensure consistent communication of project information.
Coordinate meeting logistics, including scheduling, preparing supporting materials, recording minutes, documenting action items, and conducting administrative follow-up.
Support the collection and organization of administrative inputs required for budgeting and planning activities.
Coordinate project-related administrative requirements such as travel, access, security documentation, and resource updates with internal support functions.
Ensure all administrative activities supporting project execution are aligned with organizational procedures and documentation standards.
Support proposal preparation by assembling, formatting, and organizing required administrative elements and attachments.
Maintain project status logs, reporting summaries, and action trackers required to support operational workflows.
Coordinate documentation and required inputs across internal departments to ensure timely and accurate support of operational tasks.
Work directly with assigned workforce personnel to communicate approved work schedules, travel requirements, working hours, time-off requests, and performance expectations in accordance with established procedures.
Assist workforce personnel by coordinating and tracking employee-related administrative items such as performance assessment documentation and identified training requirements, escalating items as directed.
Assist Operations with preparing documentation required for procurement-related workflows in coordination with Supply Chain procedures.
Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals.
Manage, organize, and maintain advanced project documentation, ensuring accuracy, traceability, and alignment with internal procedures.
Prepare detailed administrative materials supporting pricing analysis, vendor evaluations, and solicitation activities, including complex summary tables and structured documentation packages.
Coordinate with vendors and subcontractors regarding administrative requirements, clarification requests, follow-ups, and document submissions.
Oversee solicitation documentation, including logs, evaluation support files, correspondence records, revision tracking, and distribution control.
Prepare advanced documentation packages supporting internal evaluation and decision processes in alignment with Operations and Supply Chain workflows.
Prepare administrative correspondence and supporting materials related to pricing or vendor communication activities for senior review.
Maintain and manage controlled documentation systems, ensuring adherence to version control, naming conventions, retention policies, and audit-ready standards.
Coordinate and maintain multilevel project schedules, planning records, and administrative timelines to support operational tasking.
Integrate administrative inputs for resource planning, staffing forecasts, scheduling dependencies, and budgeting documentation.
Plan and coordinate complex meetings and project logistics, including scheduling, briefing materials, and consolidated reporting.
Prepare detailed meeting minutes and follow-up documentation, ensuring action items are assigned and tracked.
Compile and distribute planning documentation to ensure consistent communication of operational requirements.
Coordinate administrative requirements related to project schedules, such as travel, access, and security documentation, with internal support functions.
Ensure administrative workflows supporting planning, execution, and reporting remain consistent with organizational standards.
Prepare and facilitate meeting documentation for Operations leadership including agendas, summaries, and action tracking.
Support leadership in assembling proposal documentation, preparing structured administrative inputs, and coordinating tasking across departments.
Develop and maintain advanced project status trackers, metrics summaries, and departmental reporting tools.
Work directly with workforce personnel to communicate operational expectations, including schedules, travel requirements, working hours, time-off coordination, and performance expectations, in alignment with leadership direction and established policies.
Coordinate administrative aspects of employee performance assessment and training activities by preparing documentation, tracking inputs, and supporting communication between leadership and workforce personnel.
Provide guidance to lower-level Operations Support Specialists regarding documentation standards, workflow execution, and best practices.
Coordinate across departments to ensure timely and accurate execution of administrative requirements supporting project and operational objectives.
Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals.