Project Coordinator & Logistics Specialist

Position Summary  

Project Support provides the administrative and document-control infrastructure required to keep project accurate, timely, and audit-ready. This individual supports meetings, schedules, records, reporting, correspondence, travel, consultant requests, TTA documentation, and deliverable packaging so technical staff can focus on analysis and implementation without losing contract discipline. 

Core Responsibilities  

• Maintain project calendars, contact lists, distribution lists, meeting invitations, action logs, deliverable trackers, and controlled repositories. 

• Prepare agenda packages, attendance records, briefing materials, notes, decisions, next steps, and meeting summaries within the required five-calendar-day timeframe. 

• Collect and organize monthly and annual status-report inputs, TTA activity records, product status, pilot-site updates, risks, planned work, and supporting attachments. 

• Support preparation, formatting, quality review, accessibility routing, version control, approval tracking, and submission packaging for all deliverables. 

• Coordinate travel-request documentation, consultant approval packages, pilot-site records, event materials, purchase or vendor documentation, and reimbursement support. 

• Maintain records of COR comments, revisions, dispositions, final approvals, and delivery dates and verify that prior comments are addressed before resubmission. 

• Support TTA intake, assignment, scheduling, closeout, satisfaction data, and resource distribution in coordination with the Project Monitor and Project Leader. 

• Protect sensitive records and follow approved naming, storage, access, retention, and disposition procedures. 

Required Qualifications  

• At least four years of administrative, project coordination, PMO, contract support, or technical-assistance operations experience. 

• Strong proficiency with Microsoft 365 or comparable productivity, collaboration, document-management, and virtual-meeting tools. 

• Demonstrated accuracy in scheduling, note taking, document formatting, records management, deadline tracking, and multi-step approval workflows. 

• Ability to handle multiple priorities, confidential information, detailed instructions, and compressed federal deadlines with minimal supervision. 

• Clear written communication and working knowledge of accessible-document and plain-language requirements. 

Preferred Qualifications  

• Experience supporting an HHS, ACF, OFA, human-services, research, or TTA contract. 

• Experience with federal travel, consultant approvals, monthly status reports, meeting summaries, or deliverable submissions. 

• Associate's or bachelor's degree in business, public administration, communications, or a related field. 

Education and Experience  

Associate's degree or equivalent professional experience required; bachelor's degree preferred. Four or more years of relevant project-support experience is preferred.