Project Specialist

Job Description

Job Description

Description:

Description

At The One 23 Group, our mission is to set the benchmark for excellence in government services. We empower our clients in the Department of War, Intelligence Community, and Federal Civilian sectors to excel with our advanced capabilities. Our dedication lies in fostering a people-first culture, underpinned by steadfast ethical principles. Embracing innovative technologies and process improvements, we are steadfast in our journey toward a future that is both bright and transformative.

Our expertise spans Enterprise IT, Mission IT and Cyber. With our global footprint, we place a strong emphasis on nurturing our people and culture, which forms the core of our successful strategies in leadership and financial management. We pride ourselves on our extensive experience and effective approach, ensuring that we lead with both innovation and integrity.

Position Summary

The Project Specialist provides administrative, operational, and project coordination support for a Department of Defense program in Columbus, Ohio. This entry-level position supports recurring communications, personnel onboarding, timesheet administration, contact and distribution list maintenance, meeting coordination, and documentation of internal processes.

The successful candidate will be highly organized, detail-oriented, and comfortable managing recurring deadlines and coordinating with employees, project leadership, and corporate support teams. The Project Specialist must follow all applicable security, information-handling, and access-control requirements.

Essential Duties and Responsibilities

Project and Operational Coordination

• Maintain and update the program’s weekly node list.
• Prepare and coordinate monthly distribution of NIPRNet and SIPRNet node lists to authorized recipients.
• Verify distribution lists, recipients, and delivery requirements before releasing operational information.
• Document and maintain the standard operating procedure for node list preparation, review, approval, and distribution.
• Track recurring operational activities, deadlines, reminders, and action items.
• Support the assignment and maintenance of a designated owner for Columbus operational communications.
• Assist project leadership with special projects, administrative requests, and recurring program-management activities.

Communications and Meeting Support

• Prepare and distribute biweekly Town Hall agendas.
• Coordinate with project leaders and functional owners to collect agenda topics, announcements, and supporting materials.
• Distribute Columbus operational communications to employees and other authorized stakeholders.
• Transfer, establish, and maintain recurring calendars, meeting invitations, and distribution groups.
• Maintain recurring operational reminders and verify that responsible personnel receive timely notifications.
• Draft clear, professional internal communications, meeting notices, reminders, and procedural updates.
• Maintain records of key communications and recurring program activities.

Personnel and Contact Management

• Maintain the employee contact list and related personnel information in Smartsheet.
• Update contact information, work locations, organizational assignments, communication preferences, and other approved personnel data.
• Transfer and maintain contact lists and email distribution lists.
• Conduct periodic reviews to identify outdated, incomplete, or duplicate contact information.
• Protect employee information and limit access to authorized personnel.

Employee Onboarding and In-Processing

• Coordinate administrative onboarding activities for newly assigned employees.
• Maintain and update the employee in-processing checklist.
• Track onboarding tasks such as required documentation, account requests, orientation activities, training, equipment coordination, and initial introductions.
• Communicate onboarding requirements and deadlines to new employees, supervisors, and supporting departments.
• Monitor onboarding progress and follow up on incomplete or overdue actions.
• Maintain accurate onboarding records in accordance with company and customer requirements.
• Assist with employee offboarding and transition activities when requested.

Timesheet Administration

• Support the administration of employee timesheets and timekeeping requirements.
• Provide employees with reminders regarding timesheet submission deadlines.
• Review timesheet status reports and follow up with employees regarding missing, incomplete, or rejected timesheets.
• Assist employees with routine timekeeping questions and direct complex issues to the appropriate manager, payroll, or accounting representative.
• Maintain accurate records of reminders, corrections, and timesheet-related communications.
• Follow company timekeeping policies and applicable government-contracting requirements.

Process Documentation and Records Management

• Develop and maintain clear desk procedures, checklists, process guides, and other administrative documentation.
• Organize project files, contact lists, calendars, distribution records, onboarding records, and recurring communications.
• Apply established file-naming conventions, version-control practices, and records-management procedures.
• Identify opportunities to streamline recurring administrative and operational processes.
• Support updates to Smartsheet trackers, Microsoft Office documents, shared drives, SharePoint sites, or other project collaboration tools.

Minimum Qualifications

• High school diploma or equivalent.
• Zero to three years of administrative, project coordination, program support, office management, customer service, or related experience.
• Experience using Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple recurring assignments and meet established deadlines.
• Strong attention to detail and commitment to maintaining accurate records.
• Strong written and verbal communication skills.
• Ability to work professionally with employees, managers, customers, and corporate support personnel.
• Ability to handle sensitive personnel and operational information appropriately.
• Ability to follow established security, information-handling, and records-management procedures.
• Active Secret clearance.
• Ability to work on-site.

Preferred Qualifications

• Associate’s or bachelor’s degree in business administration, management, communications, information systems, or a related field.
• Experience supporting a Department of Defense, federal government, or government-contractor environment.
• Experience with Smartsheet, SharePoint, Microsoft Lists, or similar collaboration and tracking tools.
• Familiarity with NIPRNet and SIPRNet environments.
• Experience supporting employee onboarding, timesheet administration, meeting coordination, or internal communications.
• Experience developing checklists, standard operating procedures, desk guides, or workflow documentation.