Administrative Support

About the job Administrative Support

Location: On-site at Picatinny Arsenal, Wharton, NJ
Clearance Required: U.S. Citizen / Public Trust
Employment Type: Full-Time

We're looking for dynamic Administrative Support Specialists to join our team at Picatinny Arsenal, supporting the U.S. Army. If you're a motivated self-starter with a passion for helping customers tackle complex challenges, this is the opportunity for you! Do you thrive on learning new tools, processes, and technologies that can make a real impact? At Ghostwerks, you'll be a valued team member where your growth and professional development matter. Join us, and let's drive change together while advancing your career!

Ghostwerks is a Service Disabled Veteran Owned Small Business (SDVOSB) that specializes in navigating the intricate landscape of the defense and civilian government space. Ghostwerks is committed to providing the highest quality support and services to our customers. We offer a wide range of services, including Management Consulting, Mission Readiness, Technology Solutions, Acquisition Support, and Government Contractor Support. Our services are designed to help organizations of all sizes achieve their goals and reach their full potential.

POSITION DESCRIPTION:

The Administrative Support Specialist provides administrative support specifically dedicated to the requirements of the project team. They may assist in budget preparation and financial control activities. Assisting in the preparation of presentations and control of records, statistics, and reports regarding operations, financial tracking, and personnel changes using various databases and programs. Assisting in the development of reports and presentations using software packages for word processing, spreadsheets, database, desktop publishing and graphics (MS Office Suite). Composes, prepares, edits and proofreads letters, reports and other correspondence. Administers client- specific programs, projects, and/or processes. Serves as liaison regarding administrative issues related to purchasing, personnel, facilities, and operations. Coordinates meetings and appointments between program manager, client, and external-parties. Support may also include making travel arrangements, meeting/event arrangements and preparations. Resolve questions and problems and escalate issues to higher levels. In general, work complexity and responsibility will be greater at higher levels.

RESPONSIBILITIES:

• Develop spreadsheet to track the progress of the quality audit across tank ammo production
• Develop and distribute schedules (Microsoft Project) for production acceptance reviews, tests, audits.
• Coordinate with multiple contractors and subcontractors to ascertain and verify timeframes of production runs and changes.
• Create master schedule with all programs from tank ammo (training rounds, service rounds,), and distribute to AC and PM team members.
• Create power point slides of schedules for briefings and presentations.
• Coordinate travelers schedules to cover all tests, production facilities of interest. Maintain a list/spreadsheet of all travelers.
• Identify scheduling conflicts, and deconflict travel schedules and activities of all parties.
• Coordinate travel itineraries, hotel, arrangements as required. Support voucher review.
• Conduct weekly meetings to coordinate activities amongst lead members to insure production coverage. Power point presentation required.
• Obtain directions to facilities for travelers, and identify area restaurants, and hotels for traveler convenience.
• Coordinate JPAS, security of all travelers.
• Maintain a list of contractor facility POCs and phone numbers.
• Collect trip reports from travelers Identifying problems areas concerns.

• Positive and enthusiastic attitude
• Strong desire to learn, drive work, and self-initiative
• Excellent verbal and written communication skills
• Microsoft Project experience
• MS Office PowerPoint experience
• SharePoint experience
• High School Diploma
• Must be a U.S. Citizen
• Must be able to successfully obtain a Public Trust

• Proficiency with word processing, spreadsheet, project planning and presentation software
• Ability to quickly learn and process information
• Organization and time management skills

• Customer Location: Picatinny Arsenal (Wharton), New Jersey
• Type of environment: Office with some telework
• Noise level: Low Normal Office Environment
• Work schedule: Schedule is customer core business working hours.
• Amount of Travel: Local Travel