Operations and Administration Coordinator

Position Description: Synergy Solutions, Inc PMO

Position Title: Operations and Administration Coordinator

Location: National Capital Region with remote/telework option

Clearance Requirement: Secret / Top Secret (TS/SCI preferred)

Employment Type: Part-time

Rate: $35.00 Hourly

Position Summary

Synergy Solutions, Inc. (Synergy)—a purpose-driven, Service-Disabled Veteran-Owned Small Business (SDVOSB) within the PFC Group of Companies—seeks a part-time Operations and Administration Coordinator to support the Program Management Office (PMO). This role ensures disciplined day-to-day operations and administrative execution across a portfolio of federal programs, including schedule and resource coordination, document control and records management, deliverable tracking, meeting and travel logistics, and support to governance, quality, and compliance activities. The coordinator will exemplify Synergy's PILOT Core Values—Professionalism, Integrity, Loyalty, Ownership, and Teamwork—while driving accuracy, timeliness, and continuous improvement.

Key Responsibilities Operational Coordination

• Coordinate PMO operating rhythms (stand-ups, reviews, risk/issue/action meetings), including agendas, read-aheads, minutes, and action trackers.
• Track milestones, deliverables, dependencies, and performance commitments across multiple contracts to ensure on-time, compliant submissions.
• Maintain PMO dashboards and reports consolidating schedule, staffing, cost, quality, and risk indicators for leadership and client stakeholders.
• Support resource planning and utilization tracking; coordinate surge and backfill coverage with Program/Project Managers and HR.
• Assist with procurement requests, purchase approvals, and asset inventory/lifecycle tracking in accordance with company policy.

Administrative and Business Support

• Manage document control, configuration/version management, and records retention for contract files, plans, SOPs, QASPs, and performance artifacts.
• Coordinate meetings, events, and logistics; arrange travel; prepare correspondence, briefings, minutes, and task trackers; manage visitor coordination as required.
• Support onboarding and offboarding in coordination with HR, IT, and Facilities (equipment/accounts provisioning, mandatory training, workspace readiness).
• Monitor timekeeping, training, and policy compliance in a DCAA-audited environment; support corrective and preventive action (CAPA) tracking.
• Serve as a primary PMO point of contact, triaging inquiries and routing actions to appropriate functional owners.

Governance, Quality, and Compliance

• Maintain PMO governance artifacts (charters, RACIs, management plans, playbooks) and support configuration management.
• Assist Quality & Performance Assurance with QASP activities, surveillance checklists, KPI reporting, and continuous improvement initiatives.
• Coordinate internal assessments and audits; document findings, track actions, and drive timely closure to sustain audit readiness.
• Uphold records management, ethics, and privacy requirements; ensure accurate formatting, version control, and audit-ready documentation.

Stakeholder Engagement and Communications

• Prepare professional correspondence, status reports, and executive-level presentations for internal and external stakeholders.
• Coordinate cross-functional actions with Contracts, Finance, HR, IT, and Facilities to support accurate and compliant contract execution.
• Provide proposal and capture surge assistance as needed (scheduling, compliance matrices, data calls, resume/biography formatting, volume coordination).

Minimum Qualifications

• U.S. Citizenship and ability to obtain/maintain a Secret or Top Secret clearance (TS/SCI preferred).
• Bachelor's degree in business, management, communications, or a related field; or equivalent combination of education and experience.
• 3+ years of experience in operations, administrative, or PMO coordination within a federal contractor or government environment.
• Demonstrated experience in document control/records management, deliverables tracking, meeting coordination, and logistics.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and collaboration/workflow tools.
• Excellent organizational skills, attention to detail, and written/oral communication with proven follow-through.

Preferred Qualifications

• Experience supporting federal programs (e.g., DOE, DoD, DHS, or civilian agencies) and familiarity with headquarters and field operations.
• Knowledge of FAR/DFARS fundamentals and experience with QASP/quality surveillance and performance metrics reporting.
• Exposure to project and portfolio management tools (e.g., MS Project, Smartsheet, Visio); familiarity with risk/issue/action management practices.
• Project/quality credentials (e.g., CAPM, PMP, Lean Six Sigma Yellow/Green Belt) or exposure to ISO/CMMI environments.
• Experience coordinating onboarding/offboarding, account provisioning, equipment lifecycle, and interdepartmental workflows.

Core Competencies

• Ownership and initiative in a fast-paced, multi-program environment.
• Strong service orientation and teamwork with cross-functional stakeholders.
• Professional, concise communication and executive-level presence.
• Analytical rigor, organization, and discipline follow-through.
• Continuous improvement mindset aligned with Synergy's mission to Save Lives.

Work Conditions

• Part-time role: schedule coordinated to support program needs. Limited travel may be required to clients or company sites.
• Hybrid/remote work supported where mission requirements permit; onsite presence as needed for meetings and operational activities.

About Synergy Solutions, Inc. Synergy Solutions, Inc. is an SDVOSB specializing in program management; administrative and professional support; training; information technology services; and quality and performance assurance for federal customers nationwide. We maintain a mature, DCAA-audited accounting system and have successfully delivered more than $60M in relevant prime contracts with Exceptional/Very Good CPARS across multiple agencies.

Equal Employment Opportunity Synergy Solutions, Inc. is an Equal Opportunity Employer and a proud SDVOSB. We value diversity and are committed to creating an inclusive environment for all employees and qualified applicants, including protected veterans and individuals with disabilities.