Operations Coordinator

Description
The Operations Coordinator plays a vital role in ensuring the smooth execution of operational activities by managing administrative tasks, travel coordination, financial reconciliation, and compliance processes. This position requires excellent organizational, analytical, and communication skills, along with attention to detail, to support project leadership and internal and external stakeholders. The Operations Coordinator provides proactive support to ensure efficiency, accuracy, and adherence to organizational policies in all tasks.

• Coordinate with the Contracting Officer Representative (COR) for itinerary approvals and travel-related matters.
• Facilitate post-travel arrangements, including housing, ground transport, and motor pool.
• Address employee inquiries regarding travel status, delays, cancellations, and reimbursements, assisting with backup documentation or in-lieu-of-receipt forms.
• Manage travel arrangements, including tracking, flight and hotel reservations, monitoring progress, and preparing Travel Authorization Requests (TARs) and expense reports in compliance with contract and corporate policies.
• Transition Travel Expense Reports (TERs) from Excel to the Concur system and provide training as needed.
• Update Word and PowerPoint presentations for meetings and reporting.
• Organize trip summaries and backup documents for invoicing submissions.
• Assist with invoicing tasks, including reviewing documentation for other direct costs (ODCs).
• Create and review expense reports to ensure compliance with contract and corporate policies.
• Ensure timely employee reimbursements.
• Reconcile corporate credit card expenses in Concur.
• Resolve credit card-related issues, such as declined transactions, by coordinating with the corporate credit card team.
• Reconcile and code travel costs in Wells Fargo monthly to ensure proper recording and compliance.
• Prepare TERs, housing arrangements, cash advances, wire transfers, and submit them for approval.
• Submit CCCR forms required for eCCs to the Program Office.
• Submit required forms to the Program Office and maintain trackers for GFE inventory, staffing rosters, and travel assignments.
• Track and record overtime hours for invoicing purposes.
• Assist with onboarding new employees by requesting Travel Profiles and Concur Profiles.
• Track and monitor Rest and Recuperation (R&R) schedules for OCONUS employees.
• Redirect employees to appropriate contacts for specific inquiries (e.g., benefits).
• Perform financial planning, analysis, and general accounting tasks.
• Ensure invoices are billed in accordance with contract requirements and reconcile billing against Contract Line-Item Numbers (CLINs).
• Track, reconcile, and report billing lags for labor, travel, and other direct costs.
• Develop cost models for pricing proposals and analyze financial data for accuracy.
• Participate in reconciliation processes for travel and other direct costs.
• Assist with subcontractor cost tracking and funding issues.
• Support ad-hoc cost reporting and performance analysis.
• Ensure adherence to corporate policies, contract requirements, and applicable regulations.
• Investigate and introduce process improvement measures to enhance operational efficiency.
• Maintain proactive communication with stakeholders to ensure smooth operations.
• Participate in meetings to discuss progress, address concerns, and align on project goals.

Requirements

• Coordinate with the Contracting Officer Representative (COR) for itinerary approvals and travel-related matters.
• Facilitate post-travel arrangements, including housing, ground transport, and motor pool.
• Address employee inquiries regarding travel status, delays, cancellations, and reimbursements, assisting with backup documentation or in-lieu-of-receipt forms.
• Manage travel arrangements, including tracking, flight and hotel reservations, monitoring progress, and preparing Travel Authorization Requests (TARs) and expense reports in compliance with contract and corporate policies.
• Transition Travel Expense Reports (TERs) from Excel to the Concur system and provide training as needed.
• Update Word and PowerPoint presentations for meetings and reporting.
• Organize trip summaries and backup documents for invoicing submissions.
• Assist with invoicing tasks, including reviewing documentation for other direct costs (ODCs).
• Create and review expense reports to ensure compliance with contract and corporate policies.
• Ensure timely employee reimbursements.
• Reconcile corporate credit card expenses in Concur.
• Resolve credit card-related issues, such as declined transactions, by coordinating with the corporate credit card team.
• Reconcile and code travel costs in Wells Fargo monthly to ensure proper recording and compliance.
• Prepare TERs, housing arrangements, cash advances, wire transfers, and submit them for approval.
• Submit CCCR forms required for eCCs to the Program Office.
• Submit required forms to the Program Office and maintain trackers for GFE inventory, staffing rosters, and travel assignments.
• Track and record overtime hours for invoicing purposes.
• Assist with onboarding new employees by requesting Travel Profiles and Concur Profiles.
• Track and monitor Rest and Recuperation (R&R) schedules for OCONUS employees.
• Redirect employees to appropriate contacts for specific inquiries (e.g., benefits).
• Perform financial planning, analysis, and general accounting tasks.
• Ensure invoices are billed in accordance with contract requirements and reconcile billing against Contract Line-Item Numbers (CLINs).
• Track, reconcile, and report billing lags for labor, travel, and other direct costs.
• Develop cost models for pricing proposals and analyze financial data for accuracy.
• Participate in reconciliation processes for travel and other direct costs.
• Assist with subcontractor cost tracking and funding issues.
• Support ad-hoc cost reporting and performance analysis.
• Ensure adherence to corporate policies, contract requirements, and applicable regulations.
• Investigate and introduce process improvement measures to enhance operational efficiency.
• Maintain proactive communication with stakeholders to ensure smooth operations.
• Participate in meetings to discuss progress, address concerns, and align on project goals.
• Experience in supporting executive-level roles.
• Knowledge of travel booking systems and expense reporting platforms (Concur)