Admin Support/ (Information Specialist)

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Description

The Administrative Support / Information Specialist serves as a versatile operational support professional responsible for coordinating administrative activities, maintaining organized information and records systems, and supporting daily business operations in a collaborative office environment. This role plays an important part in ensuring meetings, travel-related activities, reporting processes, and administrative workflows are executed efficiently and accurately.

The position requires a service-oriented individual who can balance administrative coordination with hands-on operational support, including conference and training room setup, event support, and troubleshooting basic audio-visual issues during meetings and presentations. The ideal candidate demonstrates reliability, attention to detail, technical proficiency, and the ability to adapt quickly to changing priorities while providing professional support to staff, leadership, and external stakeholders.

Key Responsibilities

• Support the implementation and maintenance of organizational and administrative policies, procedures, and operational processes.
• Evaluate administrative workflows and recommend improvements that enhance efficiency, organization, and service delivery.
• Provide training, guidance, and technical assistance to staff on administrative procedures, systems, and operational support processes.
• Support records and information management activities, including document organization, tracking, filing, reporting, and database maintenance.
• Use Microsoft Office applications, databases, and computerized business systems to support administrative operations, reporting, and information management activities.
• Support travel-related administrative functions and assist with activities involving federal travel regulations, documentation, and coordination.
• Coordinate conference rooms, board rooms, and training rooms, including setup, scheduling support, event readiness, and room configuration.
• Provide on-site audio-visual support and troubleshoot meeting and presentation issues, including microphone, monitor, connectivity, and presentation access support.
• Support office management, facilities coordination, human resources administration, security coordination, and related administrative support functions.
• Manage multiple assignments simultaneously, prioritize urgent requirements, and resolve operational or administrative issues in a timely and professional manner.
• Deliver responsive, customer-focused support to staff, leadership, vendors, visitors, and external stakeholders.

Requirements

• College degree in business, information management, public administration, management, or a related field preferred; related certifications are beneficial.
• At least 5 years of administrative management, information management, records management, travel 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 providing training, technical assistance, or procedural guidance to staff.
• Experience supporting information and records management activities in a professional office environment.
• Experience supporting administrative services such as office management, facilities coordination, human resources administration, and/or security support.
• Experience supporting activities related to federal travel regulations and travel administration.
• Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, databases, and other computerized business systems.
• Experience supporting conference rooms, board rooms, training spaces, or event coordination activities.
• Experience providing on-site A/V troubleshooting and technical support during meetings and events, including microphone, monitor, connectivity, and presentation support.
• 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.