Business Operations Manager III; PdM IW

LOCATION: Quantico, VA

STATUS: Funded/Actively interviewing

TRAVEL: Up to 10%

CLEARANCE: Secret

BENEFITS: 401K, Life/Health/Dental/Disability Insurance, Flexible Paid Leave, and Tuition Reimbursement.

In support of Marine Corps Systems Command’s (MCSC) Product Manager Infantry Weapons (PdM IW), the Business Operations Manager will serve as a functional extension of the PdM IW front office, ensuring immediate responsiveness for executive briefings, correspondence, and daily operations. The BOM will manage the PdM calendar and logistical requirements to ensure mission readiness with zero financial friction. By utilizing SharePoint to track acquisition documents through the staffing chain, the BOM will maintain 100% compliance and transparency in all official correspondence and document routing.

Working with the SharePoint Administrator & Developer, the BOM will proactively modernize workflows by implementing Power Automate, a Microsoft Office 365 software as a service application, to digitize manual routing and reduce document stall time. The BOM will facilitate the rapid exchange of business data and administrative support, preventing delays and ensuring the program remains synchronized with broader MCSC acquisition milestones.

• Analyze existing business processes to identify inefficiencies and implementing improvements that minimize waste and enhance operational effectiveness.
• Lead business process reengineering, identify improvements to minimize waste, and implement best practices.
• Serve as a primary liaison between government program offices and industry partners to manage expectations and ensure seamless communication.
• Coordinate cross-functional teams to align with the program's strategic vision.
• The contractor shall manage day-to-day functions for efficient office operation, including but not limited to the following:
  • Answering all phone calls and ensure messages are taken and acted upon when leadership is unavailable
  • Greeting and escorting visitors
  • Ensuring effective communication across all program areas
  • Following DoD, USMC, and organizational templates and best practices
  • Managing and creating documents, briefs, and reports
  • Coordinating facility and logistics support for conference rooms
  • Operating video teleconference and general audio-visual equipment
• The contractor shall organize and keep the calendar for leadership, tracking daily and leave schedules; providing packages, read-aheads, slides, and agendas for planned meetings/conferences/events; and notifying leadership of upcoming events/meetings.
• The contractor shall draft, review, staff, file, format, and update for final review a variety of documents (i.e., memorandums, correspondence, briefings, information papers, issue papers, and meeting minutes); edit to include proper grammar, spelling, style, and structure. These activities require the use of Microsoft Office suite of software, with specific experience in effective use of Outlook, PowerPoint, Microsoft Excel, and Word.
• The contractor shall provide support at conferences, off-site meetings, and special events.
• The contractor shall manage and facilitate staff meetings, to include making reservations for a conference room and the video teleconference/teleconference/web conference (as applicable), aggregating slides from the appropriate points of contact, setting up conference rooms for meetings (to include checking for connectivity), and drafting and sending out meeting minutes.
• The contractor shall attend (either in person or via teleconference/video teleconference/web conference) and facilitate classified and unclassified senior-level visits as well as home office hosted meetings and conferences. Facilitation is included but not limited to the following:
  • Reserving appropriate meeting locations and a teleconference/video teleconference/web conference (as applicable)
  • Preparing agendas
  • Sending out meeting notifications
  • Providing a read ahead and other required support documentation for every meeting at least twenty-four hours prior to the meeting start time
  • Setting up the meeting space and ensuring connectivity
  • Participating and/or providing support functions during the meeting
  • Drafting meeting minutes while following appropriate classified and unclassified meeting procedures.
• The contractor shall serve as the organizational expert on Defense Travel System (DTS). In this function, the contractor shall assist to coordinate travel requests and complete all travel arrangements required Continental United States and Outside the Continental United States (CONUS and OCONUS) (e.g., developing orders and vouchers, planning accommodations and transportation, etc.).
• The contractor shall perform human resources activities and facilitate new employee in-processing (e.g., computer and network access for new employees, maintaining an updated internal personnel roster and emergency phone tree, etc.). In addition, the contractor shall facilitate, format, and process all award…