Administrative Operations Assistant

Job Description

Job Description

Description:

****This is an onsite position. Candidates must be local to Virginia Beach, VA, or live within a reasonable commuting distance of the job location.

Clearance Required: U.S. citizenship required; must be eligible to obtain and maintain a Secret clearance or higher (active DoD clearance preferred). Background investigation and drug screening required.

******Actual compensation is determined by experience, qualifications, education, certifications, geographic location, and applicable contract requirements.

Built on Integrity. Ready for the Mission.

At Tamayo Federal Solutions (TFS), we believe great missions are accomplished by great people—not just the most experienced, but those with the right mindset, integrity, and drive to grow. TFS delivers high-impact, mission-focused solutions for federal customers nationwide. We are growing quickly and seeking motivated professionals who are ready to grow with us.

Your Mission

Support TFS corporate operations and our federal customer base by providing administrative operations, human resources, and facility security support — with primary ownership of new hire onboarding, recruiting coordination, personnel security administration, and expense report processing, while serving as Assistant Facility Security Officer (AFSO) under the direction of the FSO.

What You’ll Do

In this role, you will keep daily business operations running smoothly from our Virginia Beach office within a cleared facility, moving between hands-on administrative execution and program-level coordination across HR, Finance, IT, Facilities, and Security. The position requires discretion, accuracy, and the ability to manage confidential personnel and security information under government deadlines.

· Own the end-to-end new hire onboarding process from offer acceptance through the first 30 days, including offer letters, new hire paperwork, I-9 and E-Verify documentation, and background check completion (if applicable).

· Coordinate start dates, first-day logistics, workspace assignments, badge issuance, and equipment and system access with IT, Facilities, and Security; and deliver new hire orientation.

· Post and maintain open requisitions across the applicant tracking system (ATS), job boards, and university and veteran hiring channels; screen applications, schedule interviews across multiple calendars, and manage candidate communication and status updates.

· Support offer preparation, reference checks, and pre-employment and clearance-related pre-screening; maintain recruiting metrics and reporting (time-to-fill, pipeline status, source of hire) and applicant flow recordkeeping for OFCCP/EEO compliance.

· Serve as Assistant FSO in compliance with NISPOM (32 CFR Part 117), DCSA guidance, and contract security requirements (DD Form 254): process personnel security clearance actions in e-QIP, submit and track investigations and periodic reinvestigations, and maintain records in DISS.

· Administer physical access and visit control (visitor logs, classified visit authorizations); conduct initial, annual refresher, foreign travel, and termination briefings; and support self-inspections, DCSA vulnerability assessments, incident reporting, classified document accountability, and insider threat program administration.

· Review, code, and process employee expense reports for accuracy, policy compliance, and proper allocation to projects, cost centers, and contracts; administer the corporate card program; track travel authorizations against company policy and applicable FTR/JTR rates; and coordinate with accounting on month-end close, accruals, and reimbursement cycles.

· Provide general administrative and operations support — calendar and meeting coordination, correspondence and document preparation, records and filing systems with appropriate retention and confidentiality standards, office supplies and vendor management, SOP development and process improvement, and coordination of company events and all-hands meetings.

Requirements:

What Success Looks Like in This Role

Success in this position means delivering high-quality, mission-ready work while demonstrating professionalism, accountability, and collaboration. The ideal candidate brings the right combination of technical capability, sound judgment, attention to detail, and commitment to supporting customer and company objectives.

Aligned to TFS Values:

· People First

· Integrity Always

· Accountability in Action

· Mission-Focused Leadership

· Continuous Improvement

RequirementsBasic Qualifications

· High school diploma or equivalent required.

· Two to four years of progressive experience in administrative operations, human resources support, or business operations.

· Demonstrated experience supporting new hire onboarding and recruiting coordination.

· Experience processing expense reports and working within an expense or accounting system.

· Willingness and ability to complete the DCSA Center for Development of Security Excellence (CDSE) FSO curriculum within the first six months of hire.

· Strong written and verbal communication skills and a professional, service-oriented approach to internal and external stakeholders.

· Attention to detail and accuracy in documentation and recordkeeping, with the organization and prioritization skills to manage concurrent deadlines with minimal supervision.

· Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and the ability to learn new systems quickly.

· On-site position in Virginia Beach, VA, with occasional extended hours and local travel within the Hampton Roads area; proven ability to handle confidential personnel, compensation, and security information with discretion.

Preferred Qualifications

· Bachelor’s degree in business administration, Human Resources or a related field.

· Ability to responsibly use AI-enabled tools to support administrative efficiency, including drafting routine correspondence, organizing information, summarizing documents, preparing meeting notes, tracking tasks, and improving workflow accuracy using tools such as Microsoft Copilot, , Microsoft Office applications, and other approved productivity platforms.

· Prior experience as an FSO, Assistant FSO, or security administrator, and experience in a government contracting environment.

· Hands-on experience with DISS, NBIS, e-QIP, and NISS; working knowledge of NISPOM (32 CFR Part 117) and DD Form 254 requirements.

· Active DoD security clearance.

Why Join TFS

Tamayo Federal Solutions offers a competitive salary and comprehensive benefits package designed to support our employees professionally and personally.

· 401(k) with matching

· Medical, dental, and vision insurance

· Life insurance

· Paid time off

· Tuition reimbursement

· Employee training and development programs

· Referral program

· Career growth and advancement opportunities

· A collaborative, mission-driven company culture

Ready for the Mission?

If you’re looking for an opportunity where you can contribute to meaningful mission outcomes while growing your expertise in a fast-moving, mission-focused environment, you’re ready for the mission.