Admin Support/ (Project Information Specialist)

Description

The Administrative Support / Project Information Specialist provides operational and administrative support for project information management, conference and training room coordination, facilities-related activities, and day-to-day office operations. This role supports the successful execution of meetings, events, reporting activities, records organization, and administrative processes while helping maintain an efficient and well-coordinated office environment.

The position requires a detail-oriented and technically capable professional who can manage schedules, support event logistics, maintain project and records information, assist with audio-visual coordination, and provide responsive customer service to internal and external stakeholders. The ideal candidate thrives in a collaborative environment, adapts quickly to changing priorities, and demonstrates strong communication, organizational, and problem-solving skills.

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 and service delivery.
• Manage and maintain project report libraries, records repositories, and related information tracking systems.
• Support office operations, facilities coordination, building management, human resources administration, security coordination, and related administrative support functions.
• Provide training, guidance, and technical assistance to staff regarding administrative procedures, systems, and operational processes.
• Support records and information management activities using databases, tracking tools, and computerized business systems.
• Coordinate conference rooms, training rooms, and event spaces, including scheduling, calendars, room setup, logistics, and readiness support.
• 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.
• 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, facilities coordination, 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 managing project report libraries, records repositories, or similar information management systems.
• Experience supporting office management, facilities operations, human resources administration, security coordination, or related administrative services.
• Experience providing staff training, technical assistance, or procedural guidance.
• Experience supporting information and records management activities in a professional office environment.
• 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.
• U.S. Citizenship required.

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.