Program Assistant

Oneida Environmental (OE) is an 8(a) firm that provides engineering, science, construction, munitions, and specialized professional services solutions for customers nationwide.

We are seeking a highly organized Program Assistant to support our Program Managers and operations team. This role combines elements of office management, administrative assistance, and light project coordination—ideal for someone who enjoys wearing many hats and keeping projects moving.

Location: Duluth, GA – Onsite

Core Hours: 8:00 AM – 4:00 PM (Flex time available)

Key Responsibilities:

Program & Operations Support

• Serve as the primary administrative support for Program and Project Managers, assisting with day-to-day operational needs.
• Answer and route calls, manage incoming inquiries, and ensure communications reach the right internal contacts.
• Coordinate logistics such as vehicle rentals, lodging, and meeting arrangements.
• Maintain digital and physical filing systems.
• Complete printing, binding, scanning, and archiving.
• Track vehicle mileage logs and maintain compliance documentation.
• Order and manage office supplies and shipping needs.
• Provide notary services (if certified, or willing to obtain certification).
• Support communications for internal project tracking of projects tasks/progress.
• Complete routine monthly or quarterly reporting.

Project & Proposal Assistance

• Support project setup by preparing cost estimates, proposals, and entering data into internal systems (BST, PDS).
• Assist with approvals for timesheets, expense reports (Concur), and internal work requests (IWRs).
• Maintain project tracking spreadsheets (Overhead Hours, New Project List, MPU logs, and billing notes).
• Prepare, format, and compile proposal documents for marketing and business development efforts.
• Generate and update Gantt charts or schedules using MS Project (preferred skill).

Administrative & Scheduling

• Schedule and coordinate meetings and appointments (including leading meetings if needed).
• Prepare and process forms for new hires, purchase requests, business cards, and other approvals.
• Support task managers with document preparation and submission, for example PDF generation/bookmarking, hard copies, CDs, etc

Minimum Qualifications: