Program/Project Coordinator (Functional Team Lead)

Bering-Alaka'ina Holdings, LLC; Frederick (MD); On-site; USD 90,000 - 115,000; Full time

Job summary

Bering-Alaka`ina Holdings, LLC is seeking a Program/Project Coordinator (Functional Team Lead) to support a government customer at Fort Detrick Army Base in Frederick, MD.

The role focuses on coordinating admin processes, meeting management, records control, and staff onboarding, requiring 6–8 years of relevant experience and strong communication.

Qualifications

• Minimum of a Bachelor's degree.
• 6-8 years of relevant experience.
• Strong interpersonal and communication skills.
• Ability to manage multiple priorities and tasks.
• Proficiency with MS Office 365 suite.
• Familiarity with office administration and document control procedures.

Responsibilities

• Provide coordinator support to the assigned Office/Division/PMO as part of a support team.
• Participate in meetings and disseminate information to PMO personnel; assist in interpreting policies.
• Maintain Conference Room management and staff documents per guidelines.
• Prepare documents per regulations and policies; staff documents for compliance.
• Coordinate tasking submissions, manage supplies, and support project/admin tasks.
• Manage FedEx account and support foreign visitor requests; act as program administrator for ETMS-2, LINCS, EDMS.
• Update and distribute division org charts and onboarding records; assist HR with onboarding.
• Assist with training arrangements after security clearances; serve as accountability rep during drills.
• Review ATAAPS entries and act as Timekeeper if needed; prepare meeting agendas and minutes.
• Edit and maintain programmatic and administrative documents; ensure regulatory updates and recommendations.
• Coordinate regulatory training and prepare surveys; assist in implementing new methods and procedures.
• Track taskers and suspense dates; maintain suspense files and action-item tracking.
• Maintain durable property records; prepare purchase requests and route internal orders.
• Order, track, and distribute supplies; liaise with other PMOs for coordination.
• Begin data gathering for new projects to minimize delays.
• Support Program Security Officer with emergency contact information updates.
• Perform other duties as assigned by Supervisor.

Skills

Meeting coordination

Documentation

Interpersonal communication

Time management

Security awareness

MS Office 365

Education

Bachelor's degree

Tools

ETMS-2

LINCS

EDMS

OneNote

SharePoint

Job description

Bering-Alaka`ina Holdings, LLC is looking for a potential need for a Program/Project Coordinator (Functional Team Lead) to provide support for our government customer in Frederick, MD at Fort Detrick Army Base.

DESCRIPTION OF RESPONSIBILITIES

• Provide coordinator support to the assigned Office/Division/PMO as part of a support team across the organization.
• Participate in multiple meetings, disseminating associated information and guidance to Office/Division/PMO personnel, and render assistance in the interpretation, implementation, and operation of administrative processes.
• Maintain Conference Room management following the organization's procedures.
• Prepare documents IAW regulation and policy, and review and staff documents and correspondence in compliance with current guidelines and procedures.
• Perform a variety of support services such as coordinating package submission for taskings, and various other requirements that include gathering responses for procedural review and submission, ordering and receiving office supplies and equipment, and maintenance of document records IAW guidelines and procedures.
• Manage the Federal Express account and support the review, coordination and staffing of documents required to enable foreign visitor requests for the Office/Division/PMO.
• Perform the duties of Program Administrator for various software and system applications, such as Enterprise Tasker Management System - 2 (ETMS-2) / Leadership Information Network Collaboration System (LINCS) / Electronic Document Management System (EDMS), ensuring document control and providing access to the system for qualified users.
• Update and disseminate the Division's organization chart and roster; ensure new staff are properly in-processed IAW policy.
• Prepare paperwork and inform other offices to in-process new personnel.
• Assist Human Resources (HR) with in- processing of incoming employees by coordinating required training arrangements with the Computer Support team members once all security clearances have been obtained.
• Serve as the Division/PMO's accountability representative during fire drills or building evacuations.
• Perform reviews of the Automated Time, Attendance, and Production System (ATAAPS) to ensure reminders are sent, all codes are correct, and entries are concurred, and government certified at the end of each period. Perform ATAAPS Timekeeper role at the Division/PMO-level if necessary.
• Participate in meetings, prepare and distribute meeting agendas, read-ahead documents, minutes and archive documentation in various software and system applications, such as ETMS-2, LINCS, EDMS, OneNote, and SharePoint.
• Assist with agenda development and dissemination and provide meeting minutes for Office/Division/PMO meetings if required and properly file final documents.
• Edit and maintain technical, budget, programmatic and administrative documentation and references in both paper and electronic versions.
• Review and assist with update of regulations, policy memoranda and other management/administrative records and make recommendations to ensure that they are prepared efficiently.
• Coordinate and train individuals at unit levels in support of regulatory requirements and prepare and conduct surveys.
• Analyze, evaluate and assist with the execution of programs, and include, but are not limited to, mail management, reports and forms control, publications, records management, training, physical security, safety, and space management.
• Assist staff of the Office/Division/PMO to formulate, implement guidance and apply new methods and procedures in the area of administration, coordinator support, safety and security.
• Comply with SOPs, as required and assist with the development of presentations and reports.
• Track and document all taskers assigned to the Office/Division/PMO and collect data by the designated suspense date upon request.
• Maintain a suspense file and complete workload IAW established policies and procedures; populate and maintain tracking of action items/taskers/suspense's for the Office/Division/PMO's activities and product portfolios when requested.
• Account for durable property according to applicable local policies as appropriate.
• Prepare supply and equipment purchase requests, track requests, and ensure proper receipt and distribution.
• Prepare and route internal purchase requests and provide support in coordination of Office/Division/PMO.
• Order, track, receive, and distribute supplies to include preparing In-House purchase requests for equipment, services and publications/forms; also act as the liaison with other Office/Division/PMOs to assure coordination and commonality of effort in specific program areas.
• Start the gathering of data or otherwise begin the preparation of projects to minimize delays in task accomplishment when appropriate.
• Assist the Program Security Officer with maintaining current emergency contact information for all civilian, military and contractor support personnel, using an emergency alert notification system.
• Other duties as assigned by Supervisor.

REQUIRED DEGREE/EDUCATION/CERTIFICATION

• Must hold minimum of Bachelor's degree.

REQUIRED SKILLS AND EXPERIENCE

• Minimum of six to eight (6-8) years' of relevant experience.
• Must have the ability to successfully communicate with personnel at various echelons through the use of effective interpersonal and communication skills in addition to managing numerous efforts and effectively prioritizing and multi-tasking requirements that have a direct impact on the Program.
• Must have the ability to be aware of, and be sensitive to, information flows that contain items of interest to or that are the action responsibility of the Office/Division/PMO to include sensitive, acquisition sensitive, For Official Use Only/Controlled Unclassified Information, and Proprietary Information.
• Must be proficient with the Microsoft (MS) Office 365 suite of