[Hiring] Facilities Support Specialist @Tlingit Haida Tribal Business Corporation

Role Description

The Operations & Facilities Support Specialist provides high-level administrative and operational support to the Director of Operations and Senior Vice President of Operations. This position coordinates contract deliverables, reporting timelines, transition activities, leadership action items, and cross-functional operational requirements. The role supports multiple facilities management projects and works closely with Operations, Contracts, Finance, Human Resources, Quality Control, Security, and project teams to ensure assignments are completed accurately and on schedule.

What You'll Be Doing

• Provide administrative and operational support to the Director and Senior Vice President of Operations.
• Maintain executive schedules and coordinate meetings, travel, agendas, minutes, and follow-up activities.
• Develop and maintain trackers for contract deliverables, deadlines, milestones, and leadership action items.
• Coordinate with project teams to collect, review, organize, and submit required reports and deliverables.
• Provide administrative support during contract phase-in, phase-out, mobilization, and transition activities.
• Track transition requirements, including staffing, onboarding, training, security access, documentation, and operational readiness.
• Prepare weekly, monthly, quarterly, and executive-level reports, presentations, dashboards, and status updates.
• Support Program Management Reviews, customer meetings, operational reviews, and special projects.
• Maintain SharePoint sites, document libraries, continuity files, and operational records.
• Assist with procurement requests, vendor coordination, invoice documentation, and facilities-related administrative requirements.
• Coordinate across Operations, Contracts, Finance, HR, Quality Control, Security, and project management teams.
• Track risks, corrective actions, open issues, and other leadership-directed assignments through completion.
• Support audit preparation, records management, and contract compliance documentation.
• Handle confidential and sensitive business information with appropriate discretion.
• Perform other duties as assigned.

Qualifications

• Associate degree in Business Administration, Project Management, Facilities Management, or a related field preferred. Equivalent relevant experience may be considered.
• Three to five years of experience in administrative support, operations coordination, project coordination, facilities support, or a related role.
• Experience supporting senior leadership and managing competing priorities.
• Strong proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
• Experience managing deliverables, timelines, action-item trackers, reports, and document-control systems.
• Strong written and verbal communication skills.
• Excellent organizational, analytical, and time-management abilities.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Ability to coordinate effectively across multiple departments, projects, and geographically dispersed work locations.
• Government contracting, facilities maintenance, base operations support, or contract transition experience preferred.
• Experience with Power BI, Smartsheet, Maximo, or similar reporting and tracking systems preferred.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently and collaboratively with project staff, Corporate departments, Government personnel, and subcontractors.
• Must be able to obtain and maintain a Secret security clearance.
• Must possess and maintain a valid state driver’s license and a safe driving record, in accordance with company policy, to operate vehicles or equipment as required for the position.

Physical Demands & Work Environment

• Work is primarily performed in an office environment requiring prolonged periods of sitting, standing, walking, and frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Must be able to occasionally lift and carry office materials and supplies weighing up to 25 pounds.
• Must possess sufficient visual acuity to review documents, operate a computer, and perform administrative duties.
• Must be able to communicate effectively in person, by telephone, and electronically.
• Must be able to work on-call, alternate, and extended shift schedules when necessary to meet mission requirements, including evenings, weekends, and holidays.

Benefits

• Medical, Dental, and Vision coverage
• TRICARE Supplemental
• Critical Illness insurance
• Company-Paid Life and Short-Term Disability insurance
• Optional Long-Term Disability
• Paid Leave
• 401(k) Retirement Plan
• Identity Theft Protection
• Employee Discounts
• Wellness Seminars