Administrative Support II

Terrestris Global Solutions; Ashburn (VA); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health benefits

Retirement benefits

Paid leave

Tuition assistance

Work-life programs

Job summary

Terrestris, LLC is seeking an Administrative Support II to support DOT FHWA EFLHD operations in Ashburn, VA. The role supports 25–50+ staff across a small team, with onboarding on-site and potential telework up to three days per week.

The position emphasizes document management, scheduling, travel arrangements, and records control within a fast-paced, government setting. Eligibility to work in the U.S. without sponsorship is required.

Qualifications

• Eligibility to work in the United States without sponsorship.
• Ability to complete DOT personnel preprocessing and information security training.
• Proficiency with standard office hardware and software listed above.
• Strong written and oral communication skills with attention to detail.

Responsibilities

• Prepare, edit, format, route, track, and maintain official documents (approximately 500–1,000/year).
• Manage official email inboxes and ensure accuracy and conformance with requirements.
• Provide receptionist and telephone support, mail handling, and visitor coordination.
• Coordinate meetings, conferences, and webinars with agendas, scheduling, and minutes.
• Arrange travel for the Division Director using E2 Travel and related processes.
• Process time-and-attendance actions in Castle and PRISM, and manage requisitions.
• Maintain records and update branch desk procedures; cover teammates as needed.

Skills

Strong communication

Attention to detail

Professionalism

Independent and cross-functional work

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Edge

Google Docs

Google Sheets

Google Slides

Google Meet

Google Chat

Chrome

P6 Primavera

ESC PRISM

E2 Travel

Zoom

Job description

Are you looking for a Challenge?

Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking Administrative Support II professionals to support the U.S. Department of Transportation (DOT), Federal Highway Administration (FHWA), Eastern Federal Lands Highway Division (EFLHD) Administrative Support Services contract in Ashburn, VA. This three-person team keeps EFLHD’s branch offices running smoothly by handling correspondence, records, scheduling, travel, time and attendance, and purchase requisitions. This is a full-time, hybrid position based at 22001 Loudoun County Parkway, Building E2, Suite 300, Ashburn, VA, working Monday–Friday, 7:00 a.m.-4:00 p.m. with a 30-minute lunch. You’ll be on-site during initial onboarding, with the potential to telework up to three days a week (two days on-site, three days remote).

I’ve never heard of Terrestris. What do you do?

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

So, what will Administrative Support II at Terrestris do?

The Administrative Support II will be assigned to a specific EFLHD branch office serving approximately 25-50+ personnel, while working collaboratively across the three-person team to keep operations covered throughout the Division. The anticipated start date is February 1, 2027, with a one-year base period and four one-year option periods that may extend performance through January 31, 2032. This position is contingent upon contract award.

What does a typical day look like for Administrative Support II?

You will:

• Prepare, edit, format, route, track, and maintain official correspondence, memoranda, reports, presentations, and other documents (approximately 500-1,000 documents per year);
• Manage official email inboxes and review correspondence for accuracy, completeness, grammar, formatting, and conformance with organizational requirements;
• Provide receptionist and telephone support, receive and distribute mail and packages, and support visitor pickup and escort as directed;
• Coordinate meetings, conferences, and webinars, including agendas, scheduling, room reservations, materials, and minutes;
• Maintain calendars and schedules, and coordinate travel for the Division Director, including reservations, authorizations, advances, vouchers, and itineraries in E2 Travel;
• Process time-and-attendance actions in Castle and P6 Primavera, prepare, track, and amend purchase requisitions in PRISM;
• Provide records management support, including filing, scanning, shredding, and safeguarding electronic and hard-copy records, and keep branch desk procedures up to date; and
• Cover for teammates during absences and support other in-scope administrative tasks as directed by the TOCOR or Alternate TOCOR.

What qualifications do you look for?

• The ability to complete DOT personnel preprocessing, Information Security System Awareness training, and a low risk/non-sensitive background investigation (including a National Agency Check with Inquiries and fingerprinting), and eligibility for a Personal Identity Verification (PIV) credential.
• Authorization to permanently work in the United States without sponsorship.
• Demonstrated knowledge of standard office hardware and software, including:
  • Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Edge.
  • Google Workspace (Docs, Sheets, Slides, Meet, Chat) and Chrome.
  • P6 Primavera, ESC PRISM, E2 Travel, and Zoom, or the ability to learn Government systems quickly.
• Strong written and oral communication skills, attention to detail, professionalism, sound judgment, and the ability to prioritize competing requirements in a fast-paced environment.
• The ability to work independently and collaboratively as part of a cross-functional team.
• A track record of producing accurate, high-quality work on deadlines and maintaining professional relationships with Government personnel, colleagues, and stakeholders.

What kind of benefits does Terrestris Offer?

We offer outstanding benefits including health, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.