Administrative and Operations Support Specialist

Job Description

Type: Full Time

Location: Hybrid Telework (Primarily remote with occasional on-site support in Powell, OH)

Overtime Exempt: No

Reports To: ARMADA HQ

Security Clearance Required: None

Benefits: Medical, Dental, Vision, Paid Time Off, 401(k) and more!

Duties & Responsibilities Overview:

Are you a highly organized, self-starting, and detail-oriented individual with the ability to work independently and make sound decisions? ARMADA is seeking a motivated and technically capable Administrative and Operations Support Specialist to play a vital role in our daily operations. This entry-level position offers a unique opportunity to support various critical functions, including operations, human resources, administrative tasks, and basic accounting. This is an ideal role for a proactive individual who thrives in a dynamic environment, takes initiative, and is looking to learn the inner workings of a company with the potential to grow into a specialized position based on their interests and organizational needs.

Duties & Responsibilities:

The following responsibilities provide a general overview and may evolve over time based on the needs of the organization.

Human Resources/Recruiting (30%)

Assist with formatting candidate resumes according to specific Government client templates with precision.

Update onboarding templates for Government contracts.

Schedule virtual and onsite interviews for Project Managers and Site Leads.

Provide essential support during employee and independent contractor onboarding processes, particularly during contract transitions and peak hiring periods.

Conduct reference checks.

Assist with sourcing and identifying incumbents and potential candidates for active proposal efforts.

Accounting / Finance (30%)

Provide support for basic data entry into JAMIS and isolved systems (training will be provided).

Assist with researching Labor and ODC cost items for proposals.

Enter and code bills in accounting system

Review, approve and enter independent contractor and subcontractor invoices into accounting system

Assist with timesheet/expense tracking spreadsheets, approvals, and answer employee's time and expense entry questions

Handle 401K bi-weekly spreadsheets and uploads

Participate in cross-training and assist the team with other duties as assigned

Create/Delete contract leads, assign to appropriate personnel, and complete reconciliation

Operations (25%)

Proactively track office supply levels and make decisions regarding the procurement process when necessary.

Manage travel arrangements and expense entry for students and staff.

Assist with drafting and editing letters, reports, and other documents.

Input and update information in databases and spreadsheets.

Monitor and update company social media and website.

Assist with general office support and research (internet, phone, copier, calls, insurance, etc.).

Administrative (15%)

Manage relationships with vendors and place orders.

Order company credit cards, business cards and equipment for new employees.

Collaborate effectively with other corporate staff members and provide support to colleagues across different teams as required.

Knowledge, Skills, and Abilities (KSAs):

Proficient computer skills, including Microsoft Office Suite software (Word, Excel, PowerPoint, Outlook).

General knowledge of HR/recruiting software such as LinkedIn, Indeed, etc.

Strong verbal and written communication skills

Ability to adapt to changing priorities and manage multiple demands effectively.

Must have excellent organizational skills and be detail oriented.

Accurate record keeping, and efficient time and schedule management skills.

Data management and entry skills, including the ability to maintain and improve filing systems.

Ability to professionally interact with customers, colleagues, and executive leadership at all levels; and to foster positive business relationships.

Excellent typing skills and ability to prepare documents accurately with minimal errors

Strong time management, multitasking, and adaptability skills.

Proactive approach to problem-solving and process improvement

Ability to work well independently and in collaboration with others.

Minimum Experience / Education:

High school diploma required. Associate or bachelor's degree preferred.

2+ years of clerical, accounting, administrative, or office experience

Disclaimer:

The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre-employment drug testing. Job offers are contingent upon results of background check and drug testing.

Full-time

Hybrid remote