Administrative Logistics Manager V2X

Provides administrative & Logistical support to the Project Manager. Coordinates departmental, functional meetings, logistics support and other activities for the team. Proactively addresses potential problems in order to ensure an efficient functioning office. Intimately familiar with day-to-day operations of all functional areas within the program and manages administrative duties for all personnel. Proactively manages phone calls, calendar and travel arrangements for Project Manager. Keeps PM on schedule throughout the work day. Time management a must. Individual will be responsible for assisting Project Manager and Deputy Project Manager and Director of Operations along with Shift Supervisors with administrative duties. Must be able to take the initiative and solve problems with minimal guidance.

This position description is subject to change at any time as needed to meet the requirements of the program or company.

• Supervise the Admin/Logistical Support Specialist, HR Admin, & Finance Analyst, as the team performs the following tasks in support of the project:
• Prepare administrative reports for COS3 in support of various military organizations and higher headquarters.
• (Weekly reports, timesheets, etc.) utilizing various Microsoft Office tools as directed by Project Manager or designated representative.
• Prepare metrics as directed by Project Manager in support of Statement of Work.
• Interface with PMO personnel in support of above-mentioned functions as well as Project Manager's Office (PMO) and its staff.
• Keep track of personnel assigned to the country location as well as those temporarily assigned. Will also be POC for all individuals within the country who are on administrative hold for whatever reason until they return to normal duty status and/or released from work.
• Assist with in-processing/out-processing. Will ensure where possible any necessary paperwork for items such as badges are completed prior to arrival of personnel.
• Will support the logistic supply chain function of Vectrus HQ as well as regional logistics operations support.
• This position requires a strong background in logistics with proven accomplishments with cross-functional teamwork, experience collaborating with remote teams and solid negotiation skills. As such, we are seeking someone with excellent communication and leadership skills to function as a main interface for vendors and subcontractors within their assigned scope.
• Will be part of and cooperate with and direct the Vectrus Supply Chain Team in Doha, Qatar, with regards to support for the COS3 Project.
• Must be comfortable in collaborating with subcontractors/suppliers and providing a summary of the discussions.
• Ensure materials and resources and services flow through the system in a timely manner.
• Manage COS3 on-CAS and off-CAS housing assignments and vehicle assignments and the respective data/fuel tracking and usage.
• The Manager must have good planning skills and the ability to anticipate problems and develop a plan of action to prevent delays in the delivery workflow.
• The Admin/Log Manager must communicate with individuals at various levels in the organization and may be required to prepare budget, discrepancy, tracing, time of delivery, delay, and develop KPI standards.
• Maintain applicable Project directives, regulations, manuals, and guidelines.
• Properly account for, control, transmit, transport, package and safeguard protected material and documents. Track accountability records, schedule inventories and maintain hand receipts.
• Assist in certifying and receiving visitor clearances and accesses.
• Assist management in the oversite of program personnel, information, and physical and technical security actions and procedures.
• Provide technical assistance with the processing of eligibility requests.
• Aid with annual self-assessments.
• Assist in the creation and routing of documentation/reports as they relate to security incidents that occur within the office.
• Assist with timekeeping functions and training and tracking of status of both systems/requirements.
• Performs other duties and assignments as required and/or assigned by the Project Manager.

• Education / Certifications: One-year related experience may be substituted for one year of education, if degree is required.
  • High School/GED, 3+ years, Performs complex tasks
  • Prefer military veteran.
  • May be required to qualify for and maintain Secret clearance; if not required maintain a CAC card and/or DBIDS or DoS badging requirements, when published.
• Experience:
  • 10+ Years Related Administrative Experience
• Skills & Technology Used:
  • Experience in normal office functions: phone, fax, machine, scanner, desktop computer, to include working knowledge of Microsoft Office software.
• Other Requirements:
  • You must satisfy all host country requirements to legally work in the host country to be qualified for this position.
  • This position requires a strong background in administration & logistics with proven accomplishments with cross-functional teamwork, experience collaborating with remote teams and solid negotiation skills.
  • We are seeking someone who is a self-starter and takes the initiative with excellent communication and leadership skills to function as a main interface for vendors and subcontractors within their assigned scope.
• Supervisory Responsibilities:
  • Supervise Admin/Log Specialist, Fiance Analyst (potentially), and HR Admin. General Supervision & direction of all COS3 personnel as required when in situation demanding direction and leadership related to Admin & Logistics of the Project.