Administrative Coordinator

Job Title: Administrative Coordinator

Zeiders 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.

Summary

The 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.

The 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.

The 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.

Essential Duties and Responsibilities

• 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.
  • Collaborate 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.
  • Receive requests for service delivery from operations managers and track scheduled service delivery (travel) in program calendar.
  • Coordinate 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.
  • Ensure 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.
  • Monitor and adjust travel logistics based on real-time needs, unexpected changes, and unanticipated surge support operations.
  • Coordinate with supervisors for staffing to meet service delivery requests and plan for peak operational periods.
  • Additional administrative tasks as requested.

Reporting and Data Support

• Collaborate 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.
• Perform data entry into designated systems, databases, and tracking tools as needed to support program operations and maintain complete, accurate, and up-to-date records.
• Maintain the confidentiality and security of program data in accordance with applicable company policies, contract requirements, and privacy standards.

Supervisory Responsibilities

• This position does not have supervisory responsibilities.

Requirements:

• Bachelor’s degree in business administration, project management, human services, logistics, or a related field OR an equivalent combination of education and professional experience.
• Minimum 2 years of experience supporting logistics, travel coordination, operational administration, or program support in a fast‑paced, multi‑stakeholder environment.
• Demonstrated experience coordinating domestic and international travel, including documentation requirements, compliance workflows, and time‑sensitive itinerary changes.
• Experience working with remote or geographically dispersed teams.
• Prior experience maintaining operational trackers, managing scheduling requirements, and supporting staff mobilization processes.
• Experience collecting, organizing, and entering data into tracking systems, databases, or reporting tools with high accuracy
• US Citizen and ability to pass a Tier-3 Government Background Check

Preferred Qualifications

• Experience supporting military, government contracting, or clinical/human‑services programs.
• Familiarity with Fleet and Family Support Program (FFSP) operations, virtual services, or mobile clinical support workflows.
• Knowledge of international entry documentation requirements (e.g., country-specific clearance forms, visa guidance, vaccination mandates).
• Experience assisting with or producing programmatic or contractual reports, dashboards, or operational performance summaries.
• Prior experience coordinating staffing requests, surge operations, or scheduling.
• Certification or coursework in project management (e.g., CAPM, PMP, or equivalent) is beneficial but not required

Key Skills and Abilities:

• Strong organizational and time‑management skills with the ability to handle multiple concurrent tasks and shifting priorities.
• Excellent written and verbal communication skills, especially in explaining compliance requirements and providing clear instructions to staff.
• High attention to detail and accuracy in documentation, travel compliance, and data entry.
• Ability to exercise sound judgment, problem‑solve quickly, and adjust plans in response to unexpected operational changes or surge requests.
• Strong collaboration skills with the ability to coordinate across operations managers, government stakeholders, supervisors, and traveling staff.
• Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, SharePoint, and Planner.
• Ability to learn and navigate internal corporate systems, travel platforms, and tracking tools.
• Commitment to maintaining confidentiality and adhering to data‑security and privacy standards.
• Demonstrated adaptability, initiative, and reliability in high‑tempo operational environments.
• May require working outside standard business hours to address urgent travel needs or during peak periods.
• All 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.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Project & Operational Coordination

• Organizes, prioritizes, and executes multiple travel, logistics, and administrative tasks efficiently.
• Follows structured processes, manages timelines, and ensures travel documentation and compliance steps are completed accurately and on schedule.
• Adjusts plans as needed to support surge operations, last‑minute changes, or updated staffing requirements.

Attention to Detail & Compliance

• Ensures all travel paperwork, forms, and documentation requirements are complete, accurate, and compliant with internal and external standards.
• Monitors and tracks multiple simultaneous requests, maintaining precise records in designated systems.

Technical & System Proficiency

• Learns and effectively uses corporate travel systems, internal databases, spreadsheets, and tracking tools needed for travel and logistics operations.
• Demonstrates strong use of Microsoft 365 tools (Outlook, Excel, Teams, SharePoint) to organize information, coordinate staff, and support program reporting.

Communication & Customer Service

• Communicates travel requirements clearly and professionally to staff, supervisors, and government stakeholders.
• Writes clear instructions, checklists, and step‑by‑step guides to support staff understanding of travel processes.
• Provides high‑quality customer service to traveling staff and program partners, ensuring needs are addressed promptly and accurately.

Analytical & Problem-Solving Skills

• Identifies issues in travel processes, documentation, or scheduling and collaborates to resolve them efficiently.
• Interprets instructions, logistical requirements, and operational guidance in written, verbal, and procedural formats.
• Uses good judgment to make decisions within established processes.

Data Integrity & Reporting

• Enters, tracks, and verifies data with consistency and accuracy.
• Supports development of routine and ad hoc reports by gathering information, updating trackers, and maintaining organized documentation.
• Protects sensitive information and adheres to confidentiality and privacy standards.

Interpersonal Skills & Teamwork

• Works collaboratively with operations managers, supervisors, SMEs, and staff across multiple time zones.
• Contributes positively to a team environment while also being capable of managing assigned responsibilities independently.
• Demonstrates professionalism, adaptability, and reliability in dynamic operational environments.

Physical 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.

The 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.

Work 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.

Zeiders Enterprises, Inc. is an Equal Opportunity Employer.