Corporate Operations Coordinator

Requisition #: 1491

Job Title: Corporate Operations Coordinator

Job Title for Careers Page: Corporate Operations Coordinator

Location: McLean, VA

SUMMARY

The Corporate Operations Coordinator supports the effective management of Agile Defense headquarters operations and provides coordination across administrative, travel, event, and executive support functions. This role works closely with the Chief Administrative Officer (CAO), Executive Assistant, and Office Manager to ensure the efficient operation of key workplace services including travel coordination, corporate events, executive administrative support, and operational logistics.

In addition to traditional administrative responsibilities, this role serves as the primary point of contact for Agile Defense travel management activities, coordinates corporate liability insurance documentation requirements, and assists with export compliance administrative processes. The position also supports planning and execution of corporate and regional events and provides operational coordination across multiple internal stakeholders.

This role provides executive administrative support to assigned executive principals and serves as the primary backup to the Executive Assistant, ensuring continuity of executive-level support including calendar management, travel coordination, meeting logistics, and confidential administrative support.

The Corporate Operations Coordinator also assists the Office Manager with facilities coordination and office operations, providing coverage for office management responsibilities when the Office Manager is unavailable to ensure continuity of day-to-day workplace operations.

The Corporate Operations Coordinator plays a key role in coordinating cross-functional operational activities and ensuring that core administrative and workplace services operate efficiently in support of Agile Defense leadership and employees.

JOB DUTIES AND RESPONSIBILITIES

Executive & Administrative Support

· Serve as the primary backup to the Executive Assistant, ensuring continuity of executive-level support when needed.

· Provide executive administrative support to assigned executive principals.

· Manage executive calendars, schedule meetings, and coordinate appointments across internal and external stakeholders.

· Coordinate domestic and international travel for executives, including itinerary preparation, travel documentation, and logistics.

· Prepare meeting materials, agendas, and briefing documents for executive meetings and engagements.

· Support executive correspondence, document preparation, and presentation development.

· Coordinate executive meetings including scheduling, logistics, catering, and room preparation.

· Handle sensitive and confidential information with discretion and professionalism.

· Assist with tracking executive action items and ensuring follow-up on key deliverables.

Travel Management

· Serve as the primary point of contact for all Agile Defense travel program activities, ensuring processes, policies, and vendor relationships are efficiently managed.

· Coordinate and oversee employee travel bookings, including flights, hotels, rental cars, and itineraries, while providing guidance and support to ensure compliance with Agile Defense travel policies.

· Partner with the Travel Management Company (TMC) and internal stakeholders to identify opportunities to streamline travel processes, improve cost efficiency, enhance the overall traveler experience, and ensure quality service and prompt issue resolution.

· Support updates and improvements to the Agile Defense travel policy and associated procedures, ensuring alignment with operational needs and best practices.

· Assist employees with itinerary adjustments, emergency travel needs, and issue resolution in a timely and professional manner.

· Monitor and report on travel program utilization, including spend trends, compliance, and service quality metrics, and recommend process improvements as needed.

· Maintain accurate records and documentation related to travel approvals, bookings, and reimbursements in accordance with Agile Defense policies.

· Serve as a resource to answer employee questions regarding travel arrangements, policy compliance, and preferred vendors.

Event Planning & Corporate Event Coordination

· Support the CAO in planning, coordinating, and executing corporate events and leadership engagements.

· Assist with planning and execution of headquarters (NCR) events including leadership meetings, employee engagement activities, and corporate gatherings.

· Coordinate logistics for regional events including venue coordination, vendor management, catering, travel support, and event materials.

· Assist with event budgeting, logistics planning, vendor coordination, and onsite execution.

· Develop event timelines and coordinate event logistics across internal stakeholders.

· Support post-event follow-up activities and documentation as required.

Corporate Insurance & Risk Management Support

· Support corporate liability insurance requirements by coordinating and managing certificates of insurance (COI) requests.

· Maintain organized documentation and tracking of insurance certificates and coverage requirements.

· Assist with insurance data calls, policy renewals, audits, and claims support by gathering documentation and coordinating with internal stakeholders and insurance providers.

· Ensure timely response to requests related to insurance verification and compliance requirements associated with vendors, contracts, or facilities.

Export Compliance Administrative Support

· Assist with administrative coordination of export compliance activities.

· Support documentation and tracking for export compliance requirements, including hand-carry memos and required approvals for international travel.

· Assist with preparation and coordination of export compliance audits and documentation reviews as required.

· Maintain organized records related to export compliance documentation and reporting.

Logistical & Administrative Support

· Provide administrative and concierge support for Agile Defense HQ.

· Assist in meeting scheduling, catering arrangements, and room setup and break down.

· Manage incoming mail and packages, ensuring secure handling and appropriate forwarding according to Agile Defense protocols.

· Process outgoing mail and shipments. Coordinate shipping needs for other office locations and manage tracking services.

· Support HR functions, including reviewing physical files and handling employment verification requests.

· Assist in facilities-related employee onboarding and offboarding processes.

· Prepare and submit monthly expense reports as required.

· Identify opportunities to improve administrative processes, operational workflows, and coordination practices to enhance efficiency and employee experience.

Office & Facilities Management

· Support the Office Manager in coordinating vendors and contractors, including building contractors, equipment maintenance, and cleaning services.

· Assist with coordinating construction, repairs, and vendor proposals, ensuring compliance with insurance and documentation requirements.

· Support oversight of onsite repair and maintenance work, including work conducted outside of core business hours.

· Assist with facility inspections, including lighting, storage compliance, and leak monitoring.

· Support periodic inventory checks (i.e. first aid kits, air filters, carpets, etc.).

· Assist with management of office furnishings and equipment purchases.

· Support workspace setup and facilities-related onboarding for new employees.

· Assist with ordering and managing office supplies to ensure cost efficiency and availability.

· Serve as a secondary point of contact for subtenants and shared office space occupants as needed.

· Support maintaining the office kitchen, including managing inventory of snacks, beverages, and supplies.

· Provide coverage for Office Manager responsibilities during periods of absence to ensure continuity of office operations.

Communications

· Answer, screen, and direct phone calls; take and relay messages.

· Maintain office phone and emergency contact lists.

· Manage email, fax, and mail communications efficiently and timely.

· Work with IT and other functional areas to maintain and update systems to adapt to Agile Defense’s business needs.

QUALIFICATIONS 

Education, Background, and Years of Experience

· High school diploma or equivalent; Associate’s degree or higher preferred.

· 3+ years of experience in office administration, facilities coordination, or a related field.

· Experience supporting executive leadership, corporate travel coordination, event planning, or office operations strongly preferred.

ADDITIONAL SKILLS & QUALIFICATIONS Required Skills

· Must be able to occasionally lift up to 50 pounds and conduct physical walkthroughs of the facility.

· U.S. citizenship required due to security and facility access protocols.

· Must be willing and able to work flexible hours when required to support after-hours repairs, events, or facility needs.

· Strong organizational and administrative coordination skills with the ability to manage multiple operational functions simultaneously.

· Ability to handle sensitive and confidential information with discretion and professionalism.

Preferred Skills

· Strong written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.

· Experience coordinating corporate travel programs or working with a TMC.

· Experience planning or coordinating corporate events, leadership meetings, or employee engagement activities.

· Familiarity with vendor management and operational coordination across multiple internal stakeholders.

· Experience supporting executive leadership with calendar management, meeting coordination, and travel logistics.

· Familiarity with corporate insurance documentation processes, including certificates of insurance and audit support.

· Awareness of export compliance processes or experience supporting compliance documentation and administrative coordination.

· Familiarity with office management systems and procedures, including inventory control and vendor coordination.

· Working knowledge of physical security protocols and access control systems.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

· Strong organizational and problem-solving skills with the ability to coordinate multiple tasks simultaneously while maintaining attention to detail and meeting deadlines.

· Experience in administrative support within a corporate or government environment.

· Comfort managing logistics for meetings, corporate events, and facility activities.

· Demonstrated ability to handle confidential information with discretion.

· Ability to work independently with minimal supervision as well as part of a team.

WORKING CONDITIONS

Environmental Conditions

· HQ onsite with 0%-10% travel possible. Possible off-hours work to support after hours repairs or facility needs. General office environment. Work is generally sedentary in nature, but may require standing and walking for up to 30% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are not hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Strength Demands

Medium – 50 lbs. Maximum lifting with frequent lift/carry up to 25 lbs.

Physical Requirements

· Stand or Sit; Walk; Repetitive Motion; Use Hands / Fingers to Handle or Feel; Stoop, Kneel, Crouch, or Crawl; See; Push or Pull; Climb (stairs, ladders) or Balance (ascend / descend, work atop, traverse).