[Contingent] Inventory & Property Management Specialist

Phia LLC; Fairfax (VA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401k Match

Paid Holidays

PTO

Tuition Assistance

Job summary

phia LLC, a Northern Virginia-based provider of cyber and security services, seeks an Inventory Management Specialist to track and control inventory for technical programs and a specialized laboratory. You will manage receiving/shipping, reconcile property records, and collaborate across teams to ensure audit readiness and strong customer service.

Responsibilities include maintaining item traceability, lifecycle management, development of SOPs for material intake and storage, and coordinating

Qualifications

• Proficiency in MS Office for reports, data, and leadership materials.
• Knowledge of government supply systems and standard processes.
• Ability to build partnerships with internal and external stakeholders.
• Strong organizational skills; can manage tasks under pressure.
• Customer service orientation.
• Willingness for on-call support including weekends.

Responsibilities

• Maintain inventory records with traceability between serial numbers, storage locations, and ownership.
• Monthly reconciliation of property lists; annotate discrepancies and generate accuracy reports.
• Maintain equipment lifecycle matrix and ledger of inbound/outbound actions.
• Produce receiving and outbound shipping docs; update systems of record.
• Develop material storage SOPs with chain-of-custody steps and environmental controls.
• Complete weekly facility inspections and maintenance issue tracking; provide dashboards to leadership.
• Coordinate inspection and formal acceptance of equipment and deliverables.
• Maintain warranty logs and coordinate repairs to minimize stock-outs.
• Prepare transportation coordination docs for off-site events.

Skills

MS Office Proficiency

Supply Systems Knowledge

Relationship Builder

Organized Under Pressure

Customer Focus

On-Call Availability

Education

High school diploma

Associate's degree

Bachelor's degree

Tools

Barcode/RFID inventory tools

Warehouse management systems

Job description

DISCLAIMER: This position is in support of a pending proposal. Employment is contingent upon contract award.

Status: Proposal - Contingent upon Award

Location: On-site - Central Maryland (Baltimore/Washington corridor); situational telework only as approved by the customer

Focus Areas: Inventory Control & Property Accountability, Receiving & Shipping, Material Storage, Facility Readiness, Equipment Delivery & Warranty Tracking

Overview

We are seeking an Inventory Management Specialist to provide logistics support for highly technical programs and projects, including a specialized technical laboratory. You will track and control inventory, ensure accurate records and efficient storage, and keep critical equipment available when it is needed.

You will manage receiving and shipping, reconcile property records, and collaborate across teams to meet mission needs, with a strong emphasis on audit readiness and customer service.

What You'll Do

• Inventory Records & Accountability: Maintain inventory records, material logs, and stock-level documentation with traceability between serial numbers, storage locations, condition codes, and ownership.
• Reconciliation & Reporting: Reconcile property lists with on-hand records monthly, annotate discrepancies, produce inventory accuracy reports, and conduct quarterly discrepancy trend analysis.
• Lifecycle Management: Maintain an equipment lifecycle matrix to identify items nearing replacement and a running ledger of inbound and outbound actions.
• Receiving & Shipping: Produce receiving and outbound shipping documentation, including transit logs, packaging requirements, and tracking references, and update systems of record.
• Material Storage SOPs: Develop SOPs for material intake, storage, security, and distribution, including chain-of-custody steps, quality checks, and controlled access; recommend storage layouts and environmental controls; deliver quarterly material accountability assessments.
• Facility Readiness: Complete weekly facility inspection checklists and maintenance issue tracking reports with priorities, risk levels, issue age, and escalation status; provide visual dashboards for leadership.
• Delivery, Inspection & Acceptance: Serve as the primary point of contact for tracking orders from manufacturer to final destination; coordinate formal inspection and acceptance of specialized equipment and associated deliverables (manuals, licenses, training).
• Warranty & Availability: Maintain a warranty log, coordinate repairs and replacements with vendors, and support a 99.9% equipment availability rate by minimizing stock-outs of critical gear.
• Event Logistics: Prepare transportation coordination documentation, staging plans, and post-movement accountability checklists for off-site events.

Who You Are (Required Qualifications)

• MS Office Proficiency: Demonstrated proficiency in the MS Office suite to prepare reports, manage data, and develop materials for senior leadership.
• Supply Systems Knowledge: Working knowledge of government supply systems and associated automated and manual supply processes, including equipment serviceability standards.
• Relationship Builder: Proven ability to build and sustain effective partnerships with internal and external stakeholders.
• Organized Under Pressure: Strong organizational and time-management skills; solves complex problems under pressure with a high degree of accuracy.
• Customer Focus: Consistently delivers a high level of customer service.
• On-Call Availability: Experience providing on-call support, including weekends as required, to ensure continuous operational readiness.

Preferred Skills

• Experience with government property accountability regulations and accountable property systems.
• Certified Professional Property Specialist (CPPS) or similar property management credential.
• Experience with barcode/RFID inventory tools and warehouse management systems.
• Experience supporting laboratories or high-value IT/forensic equipment.

Required Education + Experience

• Education: High school diploma required; Associate's or Bachelor's degree in logistics, supply chain, or business preferred.
• Experience: 3+ years of inventory control, property accountability, or supply logistics experience.
• Clearance: Top Secret (TS) clearance with SCI eligibility.

GENERAL PROGRAM REQUIREMENTS:

• Citizenship: Must be a U.S. Citizen.
• Work Hours: Full-time, Monday through Friday, core business hours of 8:00 AM - 5:00 PM ET (40 hours/week). On-call support, including weekends, may be required.
• Work Location: On-site at the customer facility in Central Maryland. Telework is situational and must be pre-approved by the customer.
• Travel: Occasional local and CONUS travel may be required to support meetings, events, and engagements.

Who We Are

phia LLC ("phia") is a Northern Virginia based, small business established in 2011 with focus in Cyber Intelligence, Cyber Security/Defense, Intrusion Analysis & Incident Response, Cyber Architecture & Capability Analysis, Cyber Policy & Strategy, Information Assurance/Security, Compliance, Certification & Accreditation, Communications Security, Traditional Security, and Facilities Security. phia also provides cyber operations support functions such as: Program and Process Management, Engineering, Development, and Systems Administration that allows for Cyber Operations to efficiently integrate our customer's missions and objectives. phia supports various agencies and offices within the Department of Defense (DoD), Federal government, and private/commercial entities.

phia offers excellent benefits to enhance work-life balance, including the following:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Short Term & Long Term Disability
• 401k Retirement Savings Plan with Company Match
• Paid Holidays
• Paid Time Off (PTO)
• Tuition and Professional Development Assistance

phia does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in the provision of employment opportunities and benefits.