[Hiring] Administrative Coordinator @Zeiders Enterprises, Inc.

Role Description

The Administrative Coordinator is a full-time employee of Zeiders responsible for providing travel and surge support coordination of mobile clinical teams and fulfilling ad hoc requests for support. This position supports the complete lifecycle of government requests for in-person and virtual clinical support from tracking initial requests and staff coordination to travel planning, hotel/rental bookings, and documentation of compliance with Zeiders travel requirements.

The successful individual will collaborate closely with the Virtual Clinical Services (VCS) Operations Managers, government customers, and Zeiders corporate teams to ensure seamless travel execution and optimal resource management. They will build frameworks to track travel surge requests, support the team through travel arrangements and execution.

The Administrative Coordinator will also support Virtual Clinical Services (VCS) leadership by gathering and organizing program data, performing data entry, and maintaining accurate, timely, and complete records across designated systems and tracking tools. The coordinator will ensure the confidentiality and security of all program data in accordance with company policies, contract requirements, and applicable privacy standards.

Qualifications

• Bachelor’s degree in business administration, project management, human services, logistics, or a related field OR an equivalent combination of education and professional experience.
• Minimum 2 years of experience supporting logistics, travel coordination, operational administration, or program support in a fast‑paced, multi‑stakeholder environment.
• Demonstrated experience coordinating domestic and international travel, including documentation requirements, compliance workflows, and time‑sensitive itinerary changes.
• Experience working with remote or geographically dispersed teams.
• Prior experience maintaining operational trackers, managing scheduling requirements, and supporting staff mobilization processes.
• Experience collecting, organizing, and entering data into tracking systems, databases, or reporting tools with high accuracy.
• US Citizen and ability to pass a Tier-3 Government Background Check.

Requirements

• Experience supporting military, government contracting, or clinical/human‑services programs.
• Familiarity with Fleet and Family Support Program (FFSP) operations, virtual services, or mobile clinical support workflows.
• Knowledge of international entry documentation requirements (e.g., country-specific clearance forms, visa guidance, vaccination mandates).
• Experience assisting with or producing programmatic or contractual reports, dashboards, or operational performance summaries.
• Prior experience coordinating staffing requests, surge operations, or scheduling.
• Certification or coursework in project management (e.g., CAPM, PMP, or equivalent) is beneficial but not required.

Benefits

• Strong organizational and time‑management skills with the ability to handle multiple concurrent tasks and shifting priorities.
• Excellent written and verbal communication skills, especially in explaining compliance requirements and providing clear instructions to staff.
• High attention to detail and accuracy in documentation, travel compliance, and data entry.
• Ability to exercise sound judgment, problem‑solve quickly, and adjust plans in response to unexpected operational changes or surge requests.
• Strong collaboration skills with the ability to coordinate across operations managers, government stakeholders, supervisors, and traveling staff.
• Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, SharePoint, and Planner.
• Ability to learn and navigate internal corporate systems, travel platforms, and tracking tools.
• Commitment to maintaining confidentiality and adhering to data‑security and privacy standards.
• Demonstrated adaptability, initiative, and reliability in high‑tempo operational environments.
• May require working outside standard business hours to address urgent travel needs or during peak periods.

Physical Demands

Works in office areas. Sits, stands, bends, lifts, and moves intermittently during working hours. Uses computers, telephones, copiers, printers and other office equipment. The employee must occasionally lift and/or move up to 30 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

As this is a telework position, employee must provide a dedicated professional workspace that provides a secure, private environment suitable for telework. This includes meeting all job expectations to include completing projects and daily work, attending meetings on video, and having no distractors or personal responsibilities during normal working hours.