Project Coordinator/Admin

Integrated Finance & Accounting Solutions (IFAS) is seeking a Project Coordinator/Admin to provide high-level administrative and coordination support in a sensitive facility environment. The role supports leadership, direct hires, contractors, and visitors by managing schedules, logistics, records, and communications to ensure smooth daily operations.

• Assist the Director and management staff, contractors, direct hire employees, and high-profile visitors with official business and administrative needs.

• Maintain leadership short- and long-range calendars; coordinate meetings, conferences, teleconferences, and video teleconferences; take minutes and manage invitations and attendee contact rosters.

• Prepare and/or oversee travel arrangements for direct hire personnel; support travel reports and vouchers after travel using the E2 Travel System; coordinate reimbursements, visas, and passports.

• Serve as administrative point of contact within a sensitive facility, including monitoring access, supporting logistic/security requirements, answering phones, maintaining office files and filing systems, and routing mail.

• Manage office supplies, printer/toner/paper, equipment and furniture; coordinate with Desktop Support for office equipment issues.

• Use administrative management practices, automation equipment, and software tools to input, retrieve, compile, and manage information.

• Handle sensitive situations and conflicts involving clerical/administrative functions that may not be escalated to the supervisor.

• Act as division timekeeper using Tatel for assigned direct hires and manage reporting in the GC Timeclock App Teams database.

• Prepare, proofread, and edit sensitive correspondence and recurring/ad-hoc reports, including documentation review and coordination verification.

• Serve as primary escort for cleaning/maintenance and other uncleared individuals during repairs/cleaning, following required communication procedures.

• Maintain conference room schedules and schedule VTCs as needed.

• Coordinate paperwork and notifications for base visitors; escort and act as point of contact upon arrival.

• Maintain control and accountability records for classified/special access correspondence and materials; distribute to appropriate staff.

• Ensure office records are marked, filed, and retained in accordance with the records retention schedule.

• Education: Four-year degree from an accredited college or university preferred.

• Substitution: Two years of college plus two years of relevant experience, or four years of relevant experience, may substitute for education.

• Skills: Superior organizational, oral, and written communication skills; ability to follow directions and understand brief explanations of work requirements.

• Technical: Superior-level experience with Microsoft Excel, PowerPoint, Word, and Office required.

• Professional: Ability to interpret/adapt guidelines, policies, precedents, and practices; work independently with minimal detailed guidance; maintain close responsiveness to day-to-day office activities.

• Preferred: Experience working with confidential/classified information.

• Security: Requires Top Secret/SCI security clearance or ability to qualify for a security clearance.

• Competencies: Collaboration across teams, analytical reasoning, good judgment in communication, results orientation with limited resources, accuracy/thoroughness/orderliness, rapid learning and adaptability.

• Schedule: 8-hour on-site shift between 6:00 am and 6:00 pm; specific schedule defined by work requirements.

• Lunch: 45-minute non-compensated lunch, Monday through Friday.

• Holidays: Excluding federal holidays observed at the government site.

• Overtime: May require work beyond 40 hours/week, including weekends, as workload requires; any work over 40 hours must be authorized by the Project Manager and DoS Management.