Operations Specialist at Haweo

Job Title: Operations Specialist -5229

Job Location: Pentagon, Arlington, VA 22202

Job Salary: $90,000 - $100,000

Job Summary

Galapagos Federal Systems LLC is seeking a motivated and detail-oriented individual to join our dynamic team as an Operations Specialist. We are committed to building a team of talented and diverse professionals who excel in delivering exceptional results.

In this role, the Operations Specialist will provide critical administrative and business management support for both ongoing and emerging programs. This position supports the Army Contracting Command - Aberdeen Proving Ground (ACC-APG) and DASA(DES), along with their associated organizations, ensuring seamless operations and mission success.

Skills / Experience Required

• Hold and maintain a current active Secret DoD clearance
• Proficiency in MS Teams, SharePoint, and Office365 applications is highly desired to streamline operations and enhance productivity
• Deliver comprehensive administrative support for DASA(DES) or the DES Deputy Director, covering leave and absences on a rotational basis such as: manning the reception desk, answering phones, and escorting visitors.
• Handle information requests for General Officer and Senior Executive Service-level offices
• Schedule and facilitate meetings seamlessly
• Serve as the Primary Point of Contact (POC) for interactions with the ASA(ALT) Staff Action Control Office (SACO)
• Coordinate with the DES Executive Officer (XO) and Executive Administrator to manage, staff, and track Executive Director correspondence
• Gather and consolidate critical information to support analyses that drive the fielding of capabilities
• Advise on policies, procedures, and integration strategies to meet cost, schedule, and performance objectives, ensuring alignment from the System-of-Systems (SoS) level
• Represent DES leadership at government working groups, Integrated Product Teams (IPTs), and planning meetings and provide executive-level summaries, feedback, and recommendations aligned with mission goals
• Develop briefing materials and documentation for key decision areas including process planning, budget, logistics, program management, testing, and acquisition for Army Acquisition tasks
• Prepare and participate in meetings and program reviews, including weekly briefings, off-site meetings, and acquisition decisions to maintain presentation materials in the SharePoint DES knowledge management system
• Manage the Organizational Operations SharePoint site as the Site Owner, performing weekly updates, user access management, and functionality requirements development
• Collaborate with developers to implement enhancements
• Provide backup support for conference room scheduling and Video Teleconference (VTC) operations
• Schedule and monitor VTC sessions, troubleshoot issues, and conduct equipment tests for compatibility
• Program and maintain the Multipoint Conferencing Unit (MCU) and Conference Reservation and Control System (CRCS) database
• Provide informal training on using conference room equipment and coordinate network provider maintenance actions
• Coordinate with Network Enterprise Centers (NEC) to set up teleconference bridge requests, manage participant access numbers, and maintain phone access rosters
• Process repair requests and schedule Government-approved solutions promptly
• Maintain a semi-annual heating and cooling maintenance schedule
• Serve as the alternate Facility Access Control Monitor, managing building and parking access
• Track facility-related maintenance actions in the DES Facility Tracking Log within one day of completion and coordinate with service providers for building and janitorial services
• Review and forward incoming taskers for supplies or services within one business day
• Collaborate with stakeholders to develop required artifacts using market research data
• Track progress throughout the acquisition life cycle and provide weekly status updates with detailed summaries
• Manage public financial reports to ensure DES employee compliance with DoD reporting requirements
• Support intra-agency agreements and acquisition programs, ensuring seamless coordination and delivery of supplies and services

Education / Certifications

• Bachelor's degree
• 1-2+ years of paid experience related to administrative support, business analyst support, project coordination/management may be substituted in lieu of the degree

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Paternal leave
• Tuition reimbursement
• Paid federal holidays

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner and that may include lifting to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified Native Hawaiian Organization 8(a) Small Business specializing in global information technology and offering professional solutions in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.