Operations Support Specialist , II, III

Position Title

Operations Support Specialist I, II, III

Chesapeake, VA

Full-Time, Non-Exempt

Operations Support Specialist I provides routine to intermediate administrative and coordination support to the Operations Department. This position assists with preparing, organizing, and maintaining project documentation; routing information for internal review; and supporting basic vendor communication and solicitation activities under direction. The Operations Support Specialist I maintains orderly records and assists with document preparation, tracking functions, and the administrative tasks required to support the department.

• Provide administrative support through preparing correspondence, maintaining project files, and organizing documentation required for operational activities.
• Assist with formatting, assembling, and preparing project documents, checklists, logs, and internal forms.
• Support the routing, review, and organization of project documentation required for internal approvals and workflow processing.
• Maintain routine logs and trackers, including solicitation logs, quote logs, receipt confirmations, and general status records.
• Assist in gathering vendor quotes and updating comparison tables and basic administrative summaries under direction.
• Support assembly of solicitation materials such as draft requests, document packages, distribution lists, and attachments.
• Prepare simple draft correspondence to vendors regarding administrative items or quote requests for supervisory review.
• Assist in maintaining controlled files, including version control, naming conventions, and retention in accordance with company procedures.
• Support meeting activities, including preparing agendas, taking notes, and tracking action items for follow‑up.
• Assist in preparing administrative components of proposals or project packages as assigned.
• Coordinate routine communication with internal teams to gather required documentation or clarify administrative requirements.
• Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals.

• Prepare, organize, and maintain complex project documentation, ensuring accuracy, completeness, and compliance with internal procedures.
• Independently prepare formatted materials, structured summaries, and administrative exhibits supporting pricing, vendor evaluations, and solicitation activities.
• Coordinate with vendors and subcontractors to request quotes, obtain clarifications, confirm receipt of solicitations, and facilitate administrative communication.
• Maintain detailed solicitation documentation, including quote logs, evaluation input logs, correspondence records, and document distribution tracking.
• Compile pricing comparison sheets, summary tables, administrative evaluation inputs, and draft narrative sections for review.
• Assist Operations in preparing administrative documentation supporting source evaluation activities, ensuring all materials are organized and traceable.
• Draft negotiation‑related administrative correspondence for review and approval prior to release.
• Maintain controlled documents according to naming conventions, version control processes, and retention requirements.
• Assist with coordinating project schedules, staffing updates, and administrative milestones to support operational planning requirements.
• Prepare and update project planning records, administrative schedules, and required tracking tools to ensure consistent communication of project information.
• Coordinate meeting logistics, including scheduling, preparing supporting materials, recording minutes, documenting action items, and conducting administrative follow‑up.
• Support the collection and organization of administrative inputs required for budgeting and planning activities.
• Coordinate project‑related administrative requirements such as travel, access, security documentation, and resource updates with internal support functions.
• Ensure all administrative activities supporting project execution are aligned with organizational procedures and documentation standards.
• Support proposal…