Operations Support Specialist , II, III

Operations Support Specialist I, II, III

Position Title:
Operations Support Specialist I, II, III

Work Location:
Chesapeake, VA

FLSA Status:
Full-Time, Non-Exempt

REQ#

Summary of duties
– 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.

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.

• 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 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.

Operations Support Specialist II provides advanced administrative and coordination support to the Operations Department. This position organizes, prepares, and maintains project documentation; supports administrative components of vendor and subcontractor coordination; and prepares structured materials used for pricing, solicitations, evaluations, and internal decision-making. The OSS II works with increased independence and judgment, coordinating multi-step workflows and preparing administrative documents supporting operational requirements.

• 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,…