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About the Role
This mission-critical execution role supports the Technical Operations Team within the GXC Countermeasure Division, stabilizing day-to-day operational throughput by owning administrative, logistical, and coordination workflows for rentals, events, and field technician deployments. The position ensures clients receive the right equipment, information, and logistics to meet commitments, interfacing with internal teams, clients, and vendors. Success requires high attention to detail, disciplined documentation, and clear communication. The role also functions as a backup travel planner and prepares quotes for service requests.
Responsibilities
- Support the Technical Operations Manager and Assistant Technical Operations Manager in assigned administrative and operational functions, ensuring tasks are closed with complete documentation.
- Maintain accurate, current records and task status in approved workload management and CRM systems, ensuring real-time visibility.
- Create and maintain standardized documentation and checklists to reduce execution variance across events and deployments.
- Maintain real-time tracking of national rental inventory, equipment assignment, and equipment movement across deployments.
- Coordinate equipment allocation to meet operational demand, flagging conflicts and shortages early with actionable recommendations.
- Track chain-of-custody and equipment responsibility across shipments and technician handoffs, ensuring accountability and retrieval.
- Coordinate and organize all aspects of GXC rental events and deployments, including job readiness, scheduling, vendor coordination, and documentation.
- Ensure technicians receive complete deployment packets at least 48 hours prior to on-site arrival.
- Proactively identify and resolve schedule, staffing, or logistics discrepancies; escalate appropriately when risks exceed role authority.
- Prepare timely, accurate quotes for customer service requests including OPENGATE and PMD rentals and on-site technical support services.
- Coordinate with Sales and Finance to confirm pricing assumptions, billing terms, approvals, and documentation requirements.
- Maintain quote history and supporting documentation to enable auditability and reduce rework.
- Track communications and requests between customers, sales representatives, and finance to ensure transparency, traceability, and timely follow-through.
- Document decisions, approvals, and scope changes to reduce ambiguity and prevent downstream billing and fulfillment issues.
- Manage event-related shipping processes end-to-end: obtain quotes, book freight, track shipments, confirm delivery windows, and maintain documentation.
- Maintain organized records of all legal agreements and required documents, aligned to internal standards.
- Serve as backup travel coordinator by booking technician flights, hotels, and ground transportation when needed.
- Verify itineraries against deployment schedules, ensure policy compliance, and communicate final travel details.
- Assume ownership for assigned operational vertical(s), including workload coordination, documentation standards, and execution readiness.
- Identify repeat friction points within assigned vertical(s) and propose process improvements.
Requirements
- Two-year college degree or equivalent professional experience in an administrative, operations coordination, logistics, event support, or similar role.
- Demonstrated ability to manage multiple concurrent workflows with disciplined prioritization, follow-through, and documentation.
- High attention to detail; strong organizational skills; ability to maintain accurate records under time constraints.
- Outstanding interpersonal skills with professional, clear verbal and written communication.
- Proficiency with common business systems and tooling; ability to learn new platforms quickly.
- Team-oriented, service-minded, and able to operate effectively in fast-moving, deadline-driven environments.
- Maintains a neat and professional appearance and demeanor while representing GXC internally and externally.
Skills
- Administrative and operational execution discipline
- Strong follow-through and documentation control
- Real-time workload, CRM, and task-management system accuracy
- Rental inventory tracking
- Equipment movement coordination
- Chain-of-custody accountability
- Nationwide event and deployment coordination
- Readiness planning and deadline management
- Quote preparation accuracy
- Disciplined service request intake management
- Cross-functional communication tracking
- Shipping, freight, and logistics coordination
- Documentation and delivery tracking
- Backup travel coordination
- Ability to manage specialized operational vertical assignments
Education Level
- Two-year college degree or equivalent professional experience