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Job Description

Location: O n-site at Picatinny Arsenal, Wharton, NJ
Clearance Required: U.S. Citizen / Public Trust
Employment Type: Full-Time

We're looking for dynamic Administrative Support Specialists to join our team at Picatinny Arsenal, supporting the U.S. Army. If you're a motivated self-starter with a passion for helping customers tackle complex challenges, this is the opportunity for you! Do you thrive on learning new tools, processes, and technologies that can make a real impact? At Ghostwerks, you'll be a valued team member where your growth and professional development matter. Join us, and let's drive change together while advancing your career!

Ghostwerks is a Service Disabled Veteran Owned Small Business (SDVOSB) that specializes in navigating the intricate landscape of the defense and civilian government space. Ghostwerks is committed to providing the highest quality support and services to our customers. We offer a wide range of services, including Management Consulting, Mission Readiness, Technology Solutions, Acquisition Support, and Government Contractor Support. Our services are designed to help organizations of all sizes achieve their goals and reach their full potential.

POSITION DESCRIPTION:

The Administrative Support Specialist provides administrative support specifically dedicated to the requirements of the project team. They may assist in budget preparation and financial control activities. Assisting in the preparation of presentations and control of records, statistics, and reports regarding operations, financial tracking, and personnel changes using various databases and programs. Assisting in the development of reports and presentations using software packages for word processing, spreadsheets, database, desktop publishing and graphics (MS Office Suite). Composes, prepares, edits and proofreads letters, reports and other correspondence. Administers client- specific programs, projects, and/or processes. Serves as liaison regarding administrative issues related to purchasing, personnel, facilities, and operations. Coordinates meetings and appointments between program manager, client, and external-parties. Support may also include making travel arrangements, meeting/event arrangements and preparations. Resolve questions and problems and escalate issues to higher levels. In general, work complexity and responsibility will be greater at higher levels.

RESPONSIBILITIES:

• Develop spreadsheet to track the progress of the quality audit across tank ammo production
• Develop and distribute schedules (Microsoft Project) for production acceptance reviews, tests, audits.
• Coordinate with multiple contractors and subcontractors to ascertain and verify timeframes of production runs and changes.
• Create master schedule with all programs from tank ammo (training rounds, service rounds,), and distribute to AC and PM team members.
• Create power point slides of schedules for briefings and presentations.
• Coordinate travelers schedules to cover all tests, production facilities of interest. Maintain a list/spreadsheet of all travelers.
• Identify scheduling conflicts, and deconflict travel schedules and activities of all parties.
• Coordinate travel itineraries, hotel, arrangements as required. Support voucher review.
• Conduct weekly meetings to coordinate activities amongst lead members to insure production coverage. Power point presentation required.
• Obtain directions to facilities for travelers, and identify area restaurants, and hotels for traveler convenience.
• Coordinate JPAS, security of all travelers.
• Maintain a list of contractor facility POCs and phone numbers.
• Collect trip reports from travelers Identifying problems areas concerns.

REQUIRED QUALIFICATIONS

• Positive and enthusiastic attitude
• Strong desire to learn, drive work, and self-initiative
• Excellent verbal and written communication skills
• Microsoft Project experience
• MS Office PowerPoint experience
• SharePoint experience
• High School Diploma
• Must be a U.S. Citizen
• Must be able to successfully obtain a Public Trust

ADDITIONAL JOB INFORMATION

COMPETENCIES

• Proficiency with word processing, spreadsheet, project planning and presentation software
• Ability to quickly learn and process information
• Organization and time management skills

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Customer Location: Picatinny Arsenal (Wharton), New Jersey
• Type of environment: Office with some telework
• Noise level: Low Normal Office Environment
• Work schedule: Schedule is customer core business working hours.
• Amount of Travel: Local Travel

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle, feel, touch; reach with hands and arms; talk and hear. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EQUAL EMPLOYMENT OPPORTUNITY

To provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications, and abilities. Ghostwerks does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age, genetic information, or any other characteristic protected by law (referred to as "protected status"). This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits, and termination of employment.

Ghostwerks is committed to ensuring that our online application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need reasonable accommodation in order to search for a job opening or to submit an application, please contact

for assistance.

We are looking for an organized, proactive administrative And Support services manager to oversee our administrative department operations and staff members. The administrative services manager will establish, evaluate, and change department controls and systems, review reports and interpret data, and hire, train, monitor, and direct employees while ensuring that the department and office operate efficiently and smoothly. You may also handle basic office tasks or direct support staff members as they answer phones, collect and distribute mail, organize and store information or paperwork, set up meetings, and make travel arrangements.

To be a successful administrative services manager, you should be committed to supporting the administrative staff members and improving department operations. You should be analytical, creative, organized, and detail-oriented.

• Directing and evaluating administrative department operations and staff members to ensure the business operates in a smooth, efficient manner.
• Developing, analyzing, reviewing, and implementing administrative department systems and controls.
• Training, hiring, coaching, and leading support staff members.
• Creating, reviewing, and reporting department data and using this information to solve potential problems or strengthen performance.
• Establishing and enforcing department regulations, guidelines, budgets, and timelines.
• Handling or monitoring staff as they perform basic office tasks, such as answering phones, greeting and directing visitors, making arrangements for meetings or travel, and distributing mail.
• Ensuring that information and records are organized and stored in a proper manner.
• Overseeing the maintenance, repair, or replacement of office equipment and machines.
• Assisting with office space design and installation.
• Ensuring that the office systems, controls, policies, procedures, and workspaces are in compliance with current regulations or legislation.

• High School Diploma or equivalent and administrative or clerical experience is required.
• Bachelor’s degree in business administration or a related field may be preferred.
• Additional certifications or licenses may be a plus.
• Ability to analyze information and develop effective solutions.
• Strong planning, critical thinking, problem-solving, and task and time management skills.
• Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
• Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.

Job Title: Administrative Support Officer

Job Description:

The Administrative Support Officer plays a key role in ensuring the efficient and smooth operation of the charity’s day-to-day activities. The primary responsibilities include providing administrative support across various teams, managing calendars, scheduling meetings, and handling communication both internally and externally. The officer will maintain accurate records, assist with data entry, prepare reports, and manage files and documents. Additionally, they will support event planning, coordinate logistics, and assist with volunteer management.

The role requires strong organizational skills to track and manage tasks, ensuring deadlines are met and office systems run effectively. The officer will also handle general office duties such as answering phones, responding to emails, and ordering office supplies. Collaboration with other team members, volunteers, donors, and partners is crucial, along with ensuring all activities align with the charity’s mission and values.

The ideal candidate will be proactive, detail-oriented, and able to work independently and as part of a team. Prior administrative experience in a nonprofit setting is preferred, along with proficiency in office software and databases.

Key Skills:

• Strong organizational and time-management skills
• Effective communication and interpersonal abilities
• Proficiency in Microsoft Office and office management tools
• Ability to multitask and prioritize effectively

The Administrative Assistant plays a crucial role in supporting the daily operations of the office. This position requires an individual who is highly organized, proactive, and able to manage a wide range of tasks to ensure that the team or department runs smoothly. The ideal candidate will have excellent communication skills, be tech-savvy, and exhibit a high degree of professionalism.

1. Administrative Support :
   • Manage and organize calendars, schedule meetings, and coordinate appointments.
   • Answer phone calls, screen and direct calls as appropriate.
   • Respond to and redirect emails as needed.
   • Handle correspondence, including mail, fax, and email communications.
   • Prepare and format documents, reports, and presentations.
   • Assist with document preparation and filing.
2. Office Management :
   • Maintain office supplies and equipment inventory.
   • Coordinate office space usage, maintenance, and setup for meetings or events.
   • Ensure the office is clean, organized, and well-maintained.
   • Assist with booking travel arrangements (flights, hotel accommodations, car rentals).
3. Data Management & Reporting :
   • Maintain, update, and organize databases or filing systems (physical and digital).
   • Compile data, prepare reports, and assist with project tracking.
   • Ensure data accuracy and confidentiality.
4. Client/Visitor Interaction :
   • Greet and direct visitors in a professional manner.
   • Assist clients and customers with inquiries or needs as appropriate.
   • Coordinate meetings, conferences, and events with internal and external stakeholders.
5. Team Support :
   • Provide general administrative support to various departments or teams.
   • Assist in preparing internal communications or training materials.
   • Coordinate team activities, events, or team-building exercises.
6. Project Assistance :
   • Assist with special projects, ensuring that deadlines are met.
   • Perform research and gather relevant information for ongoing projects.
   • Help organize and track project timelines and deliverables.

• Strong communication skills (verbal and written).
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High attention to detail and accuracy.
• Professional phone etiquette and interpersonal skills.
• Strong problem-solving abilities and the ability to anticipate needs.

• Experience with project management software (e.g., Trello, Asana, or Monday.com).
• Familiarity with office equipment (printers, copiers, fax machines).
• Basic knowledge of bookkeeping or accounting practices (e.g., expense reports, invoicing).

• Education :
  • High school diploma or equivalent is required.
  • Associate’s or Bachelor’s degree in business administration, office management, or related field is a plus.
• Experience :
  • 1-3 years of experience in an administrative or office support role.
  • Prior experience working in a corporate or office environment is preferred.

This role is responsible for providing high-level administrative, clerical, and customer service support to ensure the efficient operation of the office. The Administrative Support Representative will manage a wide variety of daily tasks, acting as a crucial communication link between internal staff, external vendors, and clients. The ideal candidate must be detail-oriented, organized, and possess excellent interpersonal skills to handle multiple priorities in a fast-paced environment.

Daily responsibilities include managing front desk operations, answering and directing phone calls, and responding to emails and other inquiries in a professional and timely manner. You will assist with managing company calendars, coordinating meetings, and scheduling appointments for staff and leadership. The role also involves preparing and editing a variety of documents, including correspondence, presentations, and reports, while also maintaining and updating electronic and physical filing systems. Data entry, processing invoices, tracking expenses, and managing office supply inventory are also key functions. Additionally, you will assist with coordinating company events, making travel arrangements, and providing general administrative support to various departments as needed. Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other standard office software is required.