Admin Support/ (Project Information Specialist)

Description

The Administrative Support / Project Information Specialist provides project information, administrative management, records coordination, travel support, and operational assistance in a professional office environment. This role supports the accurate organization, tracking, and use of project and administrative information while helping teams manage day-to-day business processes, reporting needs, meeting support, and internal service requests.

The ideal candidate is a dependable, detail-oriented administrative professional with experience supporting records and information management, travel coordination, budget or finance-related administrative tasks, office operations, and meeting or event readiness. This position requires strong communication skills, sound judgment, technical proficiency, and the ability to provide responsive support across multiple functional areas.

Key Responsibilities

• Support the development, implementation, and maintenance of organizational and administrative policies, procedures, and process improvements.
• Evaluate administrative and operational processes and recommend improvements to enhance efficiency, accuracy, and service delivery.
• Provide training, guidance, and technical assistance to staff on administrative procedures, systems, and information management processes.
• Support information and records management activities, including document organization, data entry, tracking, reporting, and quality control.
• Support office management, facilities coordination, human resources administration, budget/finance administration, security coordination, and related administrative services.
• Assist with travel management and related administrative activities, including coordination, documentation, tracking, and staff support.
• Use Microsoft Office, collaboration tools, databases, and computerized systems to support reporting, project information, administrative tracking, and data management.
• Provide on-site audio-visual support and troubleshoot technical issues during meetings, presentations, and events, including microphone, monitor, connectivity, and presentation access issues.
• Create, edit, and maintain presentations, videos, visual materials, and meeting-support content.
• Support setup and readiness for conference rooms, board rooms, training rooms, meetings, and events.
• Manage multiple assignments simultaneously, prioritize competing deadlines, and resolve administrative or operational issues in a timely manner.
• Deliver professional, responsive customer service to internal staff, leadership, visitors, vendors, and external stakeholders.

Requirements

• College degree required in business, information management, public administration, management, or a related field; relevant certifications preferred.
• At least 7 years of administrative management, project information management, records management, travel coordination, budget/finance administration, or related professional experience.
• Experience developing or implementing organizational or administrative management policies and procedures.
• Experience evaluating program or operational effectiveness and recommending process improvements.
• Experience providing staff training, technical assistance, procedural guidance, or customer support.
• Experience supporting information and records management activities in a professional office environment.
• Experience supporting administrative services such as office management, building and facilities management, human resources administration, budget/finance administration, and/or security coordination.
• Experience with travel management, travel coordination, or related administrative support.
• Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, databases, and other computerized business systems.
• Experience supporting conference rooms, board rooms, training spaces, or event operations.
• Experience providing on-site A/V troubleshooting and technical support during meetings and events, including microphone, monitor, connectivity, and presentation support.
• Experience creating or editing presentations, videos, and visual communication materials.
• Excellent written and verbal communication skills.
• Strong organizational, customer service, problem-solving, and time-management skills.
• Ability to manage multiple priorities, meet deadlines, and resolve complex issues effectively.
• Ability to respond quickly and flexibly in a fast-paced, time-sensitive environment.
• Physical ability to move files, file boxes, room setup materials, furniture, equipment, or similar items when required.
• Ability to obtain and maintain a Secret security clearance; active clearance preferred.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other protected status under applicable law.

If you require a reasonable accommodation during the application process, please contact us at HR@HeiTechServices.com.

HeiTech Services may utilize technology-assisted tools, including artificial intelligence, to support the review of application materials. These tools are used to enhance efficiency; however, all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.