Administrative Coordinator

Zeiders is an industry leader in military and family support. Our company's reputation is based on providing top quality service with exceptional, dedicated employees. This approach has earned client confidence and repeat business from satisfied customers. Headquartered in Woodbridge, VA, Zeiders has employees supporting clients worldwide in behavioral health, military family resiliency, work-life education programs, and related services. We seek individuals with strong passion for what we do and our commitment to quality service.

The Administrative Coordinator is a full-time employee of Zeiders responsible for providing travel and surge support coordination of mobile clinical teams and fulfilling ad hoc requests for support. This position supports the complete lifecycle of government requests for in-person and virtual clinical support from tracking initial requests and staff coordination to travel planning, hotel/rental bookings, and documentation of compliance with Zeiders travel requirements.

The successful individual will collaborate closely with the Virtual Clinical Services (VCS) Operations Managers, government customers, and Zeiders corporate teams to ensure seamless travel execution and optimal resource management. They will build frameworks to track travel surge requests, support the team through travel arrangements and execution.

The Administrative Coordinator will also support Virtual Clinical Services (VCS) leadership by gathering and organizing program data, performing data entry, and maintaining accurate, timely, and complete records across designated systems and tracking tools. The coordinator will ensure the confidentiality and security of all program data in accordance with company policies, contract requirements, and applicable privacy standards.

• Travel and Logistics Coordination:
  • Administer end-to-end travel planning and coordination for mobile clinical teams supporting global military installations, ensuring full adherence to local, national, and international entry requirements.
  • Collaborate with government Fleet and Family Support Program points of contact and internal operations managers to accurately forecast staffing requirements for staff needing to travel and coordinate support activities. This includes staffing coordination, document preparation and collection for local and global country requirements, tracking request completion, and ensuring staff adherence to travel documentation requirements.
  • Receive requests for service delivery from operations managers and track scheduled service delivery (travel) in program calendar.
  • Coordinate directly with traveling staff to ensure complete understanding of all travel compliance requirements; develop and maintain step‑by‑step guides and checklists to streamline the completion of required paperwork (including Zeiders corporate travel forms and international/local entry documentation) for seamless execution before, during, and after travel.
  • Ensure staff utilize corporate systems to book travel and rent cars on time, finalize hotel accommodation, and strictly complete all Zeiders’ travel paperwork and adhere to compliance protocols.
  • Monitor and adjust travel logistics based on real‑time needs, unexpected changes, and unanticipated surge support operations.
  • Coordinate with supervisors for staffing to meet service delivery requests and plan for peak operational periods.
  • Additional administrative tasks as requested.

• Collaborate with Virtual Clinical Services (VCS) leadership and staff to develop maintain routine and ad hoc reports that support program operations, performance monitoring, and contract reporting requirements.
• Perform data entry into designated…