Job Description
Overview
Provides administrative support to the Project Manager. Coordinates departmental, functional meetings, logistics support and other activities for the team. Proactively addresses potential problems in order to ensure an efficient functioning office. Intimately familiar with day-to-day operations of all functional areas within the program and manages administrative duties for all personnel. Proactively manages phone calls, calendar and travel arrangements for Project Manager. Keeps PM on schedule throughout the work day. Time management a must. Individual will be responsible for assisting Project Manager and Deputy Project Manager and Shift Supervisors with administrative duties.
This position description is subject to change at any time as needed to meet the requirements of the program or company.
Responsibilities
- Prepare administrative reports for various military organizations and higher headquarters (Weekly reports, timesheets, etc.) utilizing various Microsoft Office tools as directed by Country Manager or their representative.
- Prepare metrics as directed by Country Manager in support of Statement of Work.
- Interface with PMO personnel in support of above-mentioned functions as well as Project Manager's Office (PMO) and its staff.
- Keep track of personnel assigned to the country location as well as those temporarily assigned. Will also be POC for all individuals within the country who are on administrative hold for whatever reason until they return to normal duty status and/or released from work.
- Assist with in-processing/out-processing. Will ensure where possible any necessary paperwork for items such as badges are completed prior to arrival of personnel.
- Will support the logistic supply chain function of Vectrus HQ as well as regional logistics operations support.
- This position requires a strong background in logistics with proven accomplishments with cross-functional teamwork, experience collaborating with remote teams and solid negotiation skills. As such, we are seeking someone with excellent communication and leadership skills to function as a main interface for vendors and subcontractors within their assigned scope.
- Will be part of and cooperate with the Vectrus Supply Chain Team in Doha, Qatar, and Kuwait, who will also be supporting the Admin/Logistics specialist.
- Must be comfortable in collaborating with subcontractors/suppliers and providing a summary of the discussions.
- Ensure materials and resources and services flow through the system in a timely manner.
- The specialist must have good planning skills and the ability to anticipate problems and develop a plan of action to prevent delays in the delivery workflow.
- Specialist must communicate with individuals at various levels in the organization and may be required to prepare budget, discrepancy, tracing, time of delivery, delay, and develop KPI standards.
- Maintain applicable Project directives, regulations, manuals, and guidelines.
- Properly account for, control, transmit, transport, package and safeguard protected material and documents.
- Assist in certifying and receiving visitor clearances and accesses.
- Assist management in the oversite of program personnel, information, and physical and technical security actions and procedures.
- Provide technical assistance with the processing of eligibility requests.
- Aid with annual self-assessments.
- Assist in the creation and routing of documentation/reports as they relate to security incidents that occur within the office.
- Assist with timekeeping functions and training and tracking of status of both systems/requirements.
- Performs other duties and assignments as required and/or assigned by the Project Manager.
Qualifications
- Education / Certifications: One-year related experience may be substituted for one year of education, if degree is required.
- High School/GED
- Must be able to qualify for and maintain Moderate Risk Public Trust (MRPT)
Experience
- 2+ Years Related Administrative Experience
- You must satisfy all ho...
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