{"id":3834686,"url":"https://alion.io/job/zeiders-administrative-coordinator","title":"Administrative Coordinator","company":{"id":2088993,"name":"Zeiders","domain":"zeiders.com","url":"https://alion.io/company/zeiders","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"UltiPro","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":true},{"name":"Outlook","optional":true},{"name":"SharePoint","optional":true}],"status":"live","first_seen_at":"2026-11-05T15:41:09Z","employer_posted_date":"2026-11-05","last_verified_at":"2026-11-06T14:35:46Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Job Title: Administrative Coordinator\nZeiders is an industry leader in military and family support. Our company's reputation is based on providing top quality service with exceptional, dedicated employees. This approach has earned client confidence and repeat business from satisfied customers. Headquartered in Woodbridge, VA, Zeiders has employees supporting clients worldwide in behavioral health, military family resiliency, work-life education programs, and related services. We seek individuals with strong passion for what we do and our commitment to quality service.\nSummary\nThe Administrative Coordinator is a full-time employee of Zeiders responsible for providing travel and surge support coordination of mobile clinical teams and fulfilling ad hoc requests for support. This position supports the complete lifecycle of government requests for in-person and virtual clinical support from tracking initial requests and staff coordination to travel planning, hotel/rental bookings, and documentation of compliance with Zeiders travel requirements.\nThe successful individual will collaborate closely with the Virtual Clinical Services (VCS) Operations Managers, government customers, and Zeiders corporate teams to ensure seamless travel execution and optimal resource management. They will build frameworks to track travel surge requests, support the team through travel arrangements and execution.\nThe Administrative Coordinator will also support Virtual Clinical Services (VCS) leadership by gathering and organizing program data, performing data entry, and maintaining accurate, timely, and complete records across designated systems and tracking tools. The coordinator will ensure the confidentiality and security of all program data in accordance with company policies, contract requirements, and applicable privacy standards.\nEssential Duties and Responsibilities\n Travel and Logistics Coordination:Administer end-to-end travel planning and coordination for mobile clinical teams supporting global military installations, ensuring full adherence to local, national, and international entry requirements.\nCollaborate with government Fleet and Family Support Program points of contact and internal operations managers to accurately forecast staffing requirements for staff needing to travel and coordinate support activities. This includes staffing coordination, document preparation and collection for local and global country requirements, tracking request completion, and ensuring staff adherence to travel documentation requirements.\nReceive requests for service delivery from operations managers and track scheduled service delivery (travel) in program calendar.\nCoordinate directly with traveling staff to ensure complete understanding of all travel compliance requirements; develop and maintain step-by-step guides and checklists to streamline the completion of required paperwork (including Zeiders corporate travel forms and international/local entry documentation) for seamless execution before, during, and after travel.\nEnsure staff utilize corporate systems to book travel and rent cars on time, finalize hotel accommodation, and strictly complete all Zeiders’ travel paperwork and adhere to compliance protocols.\nMonitor and adjust travel logistics based on real-time needs, unexpected changes, and unanticipated surge support operations.\nCoordinate with supervisors for staffing to meet service delivery requests and plan for peak operational periods.\nAdditional administrative tasks as requested.\n\nReporting and Data Support\nCollaborate with Virtual Clinical Services (VCS) leadership and staff to develop maintain routine and ad hoc reports that support program operations, performance monitoring, and contract reporting requirements.\nPerform data entry into designated systems, databases, and tracking tools as needed to support program operations and maintain complete, accurate, and up-to-date records.\nMaintain the confidentiality and security of program data in accordance with applicable company policies, contract requirements, and privacy standards.\nSupervisory Responsibilities\nThis position does not have supervisory responsibilities.\nRequirements:\nBachelor’s degree in business administration, project management, human services, logistics, or a related field OR an equivalent combination of education and professional experience.\nMinimum 2 years of experience supporting logistics, travel coordination, operational administration, or program support in a fast-paced, multi-stakeholder environment.\nDemonstrated experience coordinating domestic and international travel, including documentation requirements, compliance workflows, and time-sensitive itinerary changes.\nExperience working with remote or geographically dispersed teams.\nPrior experience maintaining operational trackers, managing scheduling requirements, and supporting staff mobilization processes.\nExperience collecting, organizing, and entering data into tracking systems, databases, or reporting tools with high accuracy\nUS Citizen and ability to pass a Tier-3 Government Background Check\nPreferred Qualifications\nExperience supporting military, government contracting, or clinical/human-services programs.\nFamiliarity with Fleet and Family Support Program (FFSP) operations, virtual services, or mobile clinical support workflows.\nKnowledge of international entry documentation requirements (e.g., country-specific clearance forms, visa guidance, vaccination mandates).\nExperience assisting with or producing programmatic or contractual reports, dashboards, or operational performance summaries.\nPrior experience coordinating staffing requests, surge operations, or scheduling.\nCertification or coursework in project management (e.g., CAPM, PMP, or equivalent) is beneficial but not required\nKey Skills and Abilities:\nStrong organizational and time-management skills with the ability to handle multiple concurrent tasks and shifting priorities.\nExcellent written and verbal communication skills, especially in explaining compliance requirements and providing clear instructions to staff.\nHigh attention to detail and accuracy in documentation, travel compliance, and data entry.\nAbility to exercise sound judgment, problem-solve quickly, and adjust plans in response to unexpected operational changes or surge requests.\nStrong collaboration skills with the ability to coordinate across operations managers, government stakeholders, supervisors, and traveling staff.\nProficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, SharePoint, and Planner.\nAbility to learn and navigate internal corporate systems, travel platforms, and tracking tools.\nCommitment to maintaining confidentiality and adhering to data-security and privacy standards.\nDemonstrated adaptability, initiative, and reliability in high-tempo operational environments.\nMay require working outside standard business hours to address urgent travel needs or during peak periods.\nAll positions that require access to U.S. Government facilities and systems require U.S. Citizenship, and reliable transportation to travel to assigned locations and nearby facilities. \nCompetencies\nTo perform the job successfully, an individual should demonstrate the following competencies:\nProject & Operational Coordination\nOrganizes, prioritizes, and executes multiple travel, logistics, and administrative tasks efficiently.\nFollows structured processes, manages timelines, and ensures travel documentation and compliance steps are completed accurately and on schedule.\nAdjusts plans as needed to support surge operations, last-minute changes, or updated staffing requirements.\nAttention to Detail & Compliance\nEnsures all travel paperwork, forms, and documentation requirements are complete, accurate, and compliant with internal and external standards.\nMonitors and tracks multiple simultaneous requests, maintaining precise records in designated systems.\nTechnical & System Proficiency\nLearns and effectively uses corporate travel systems, internal databases, spreadsheets, and tracking tools needed for travel and logistics operations.\nDemonstrates strong use of Microsoft 365 tools (Outlook, Excel, Teams, SharePoint) to organize information, coordinate staff, and support program reporting.\nCommunication & Customer Service\nCommunicates travel requirements clearly and professionally to staff, supervisors, and government stakeholders.\nWrites clear instructions, checklists, and step-by-step guides to support staff understanding of travel processes.\nProvides high-quality customer service to traveling staff and program partners, ensuring needs are addressed promptly and accurately.\nAnalytical & Problem-Solving Skills\nIdentifies issues in travel processes, documentation, or scheduling and collaborates to resolve them efficiently.\nInterprets instructions, logistical requirements, and operational guidance in written, verbal, and procedural formats.\nUses good judgment to make decisions within established processes.\nData Integrity & Reporting\nEnters, tracks, and verifies data with consistency and accuracy.\nSupports development of routine and ad hoc reports by gathering information, updating trackers, and maintaining organized documentation.\nProtects sensitive information and adheres to confidentiality and privacy standards.\nInterpersonal Skills & Teamwork\nWorks collaboratively with operations managers, supervisors, SMEs, and staff across multiple time zones.\nContributes positively to a team environment while also being capable of managing assigned responsibilities independently.\nDemonstrates professionalism, adaptability, and reliability in dynamic operational environments.\nPhysical Demands: Works in office areas. Sits, stands, bends, lifts, and moves intermittently during working hours. Uses computers, telephones, copiers, printers and other office equipment. The employee must occasionally lift and/or move up to 30 pounds.\nThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWork Environment: As this is a telework position, employee must provide a dedicated professional workspace that provides a secure, private environment suitable for telework. This includes meeting all job expectations to include completing projects and daily work, attending meetings on video, and having no distractors or personal responsibilities during normal working hours.\nZeiders Enterprises, Inc. is an Equal Opportunity Employer.\nCompensation is based on geographic location and experience. 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