Administrative Support II

Cynwave-Solutions,-LLC; Ashburn (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

CYNWAVE Solutions, LLC in Ashburn, VA is seeking Administrative Support II for the Federal Highway Administration’s EFLHD division. You will handle day-to-day admin tasks, coordinate meetings, manage calendars, and support timekeeping, travel, and document workflow across branch offices. This on-site role runs Monday through Friday from 7:00 a.m.

to 4:00 p.m. with a 30-minute lunch; telework requires authorization.

Qualifications

• Willing to complete USDOT identity verification and background-investigation steps.
• Ability to learn Government-specific systems and procedures.
• Strong written and verbal communication with external and internal partners.

Responsibilities

• Prepare, format, proofread, and route letters, memoranda, reports, charts, presentations, and other official documents using Government templates and source materials.
• Monitor email inboxes and telephone lines; route calls and correspondence; maintain transmission records; ensure voicemail coverage.
• Organize files per Government records-management procedures and handle mail, scanning, copying, and shredding with privacy controls.
• Provide receptionist support, assist with visitor coordination, and escort visitors as directed by staff.
• Coordinate calendars, meetings, conferences, and webinars; prepare agendas and materials; reserve rooms and distribute follow-up items.
• Arrange domestic and foreign travel for leadership, including travel authorizations, itineraries, and vouchers using the designated systems.
• Review time and attendance data in relevant systems; identify issues and prepare reports for supervisors.
• Prepare and track purchase requisitions and amendments; escalate policy or system issues as needed.
• Maintain branch procedures, directories, calendars, and handoff notes; support special projects and cross-coverage.

Job description

Administrative Support II

CYNWAVE Solutions, LLC is seeking three Administrative Support II team members to support the Federal Highway Administration’s Eastern Federal Lands Highway Division (EFLHD) branch offices in Ashburn, Virginia. Each team member will be assigned to a branch and will work as part of a cross-functional group that shares coverage and balances workload when directed. This opportunity is contingent on CYNWAVE receiving the contract award, Government approval of personnel, and completion of required onboarding and access steps.

Position summary

The Administrative Support II provides day-to-day administrative and office coordination for assigned EFLHD branch personnel. The role prepares and tracks official documents, supports time and attendance and purchase requisitions, coordinates meetings and travel, maintains records and calendars, and provides responsive customer service to Government employees and visitors. The team supports branches serving approximately 25 to 50 or more personnel and is expected to finalize approximately 500 to 1,000 documents annually across the requirement.

Key responsibilities

• Prepare, format, proofread, route, distribute, and track letters, memoranda, reports, charts, presentations, and other official correspondence using Government templates, drafts, and source materials.
• Monitor assigned email inboxes and telephone lines; route calls and correspondence; maintain transmission records; and ensure telephone coverage or voicemail forwarding when away from the workstation.
• Organize electronic and hard-copy files under Government records-management procedures. Receive, sort, and distribute mail and packages, and perform scanning, copying, and shredding in accordance with privacy and information-security requirements.
• Provide receptionist support, assist with visitor coordination, and escort visitors as directed by EFLHD staff.
• Coordinate calendars, appointments, meetings, conferences, conference calls, and webinars. Prepare agendas and materials, reserve rooms, record minutes or notes when requested, and distribute follow-up items.
• Arrange domestic and foreign travel for the Division Director when assigned, including travel authorizations, reservations, itineraries, advances, and vouchers using E2 Travel or the designated system.
• Review employee-entered time and attendance information in Castle and P6 Primavera, identify incomplete or inconsistent entries, prepare reports for Team Leaders and Branch Chiefs, and maintain supporting records.
• Prepare, enter, review, track, and update purchase requisitions and amendments in ESC PRISM. Research routine questions and elevate policy or system issues to the Government lead.
• Maintain accurate branch procedures, employee directory information, calendars, action tracking, and handoff notes. Support special projects and provide cross-coverage for other administrative stations as directed.
• Use Government-authorized tools and systems, which may include Microsoft 365 applications, Google Workspace, SharePoint, Teams, Outlook, P6 Primavera, ESC PRISM, E2 Travel, Zoom, and other designated systems.

Required qualifications

• Professional written and verbal communication skills and the ability to work courteously with people at different organizational levels.
• Strong organization, attention to detail, proofreading, follow-through, and ability to manage competing tasks and meet deadlines.
• Ability to use standard office computer hardware and software and to learn Government-specific systems and procedures.
• Ability to work independently and collaboratively, adapt to changing priorities, and provide backup assistance to teammates.
• Professional appearance and conduct appropriate for an on-site federal office.
• Ability to complete required USDOT identity verification and background-investigation steps, fingerprinting, Information Security System Awareness training, and facility or system access approvals.

Preferred qualifications

Prior administrative support or office coordination experience; experience preparing and proofreading formal correspondence; familiarity with records-management practices, calendars, travel, meeting support, timekeeping, or purchase requisitions; and experience with Microsoft and Google productivity tools. Experience with ESC PRISM, Castle, P6 Primavera, or E2 Travel is helpful, but training may be provided for Government-specific processes.

Work conditions and access

This is an on-site role at the EFLHD Ashburn office. The normal workday is eight hours, Monday through Friday, beginning at 7:00 a.m. or another schedule coordinated with the Government, within core office hours of 7:00 a.m. to 4:00 p.m. and including a 30-minute lunch. Federal holidays and Government office closures apply. Telework is permitted only if authorized by the Contracting Officer and under an approved telework agreement. Employees may not begin work in the facility, access Government information, or use Government systems until required documentation, training, and Government authorization are in place.

Pay and benefits are fundamental to any career decision. That's why we craft compensation packages that reflect the importance of the work we do for our customers. Employment benefits include competitive compensation, Health and Wellness programs and Paid Leave. More details are available.

All qualified applicants will receive consideration for employment without regard to sex, race, ethnicity, age, national origin, citizenship, religion, physical or mental disability, medical condition, genetic information, pregnancy, family structure, marital status, ancestry, domestic partner status, sexual orientation, gender identity or expression, veteran or military status, or any other basis prohibited by law. CYNWAVE Solutions will also consider for employment qualified applicants with criminal histories consistent with relevant laws.