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Metrea · 5 days ago

Deployment Coordinator

Tampa, FL

Full-time

Hybrid

Mid Level

3+ years exp

Metrea is a defense company dedicated to translating commercial innovation into solutions for national security challenges. The Deployment Coordinator role involves managing travel and expense transactions for ISR personnel, ensuring compliance with contract and Department of Defense requirements, and maintaining operational readiness in a dynamic environment.

AerospaceBusiness IntelligenceCommercialInformation TechnologyMilitarySecurityTrainingTransportation

No H1B

U.S. Citizen Only

Responsibilities

Act as primary contact for assigned personnel: Serve as the face of SAM to aircrew, maintainers and support staff at deployed sites, providing professional communication and timely responses

Timecard management: Review employee timecards in D365 at least twice per week, ensuring correct project codes and labor categories; remind employees to submit timecards and run missing timesheet reports; request and process timecard corrections when needed. Coordinate workflow routing so timesheets flow to the appropriate approver when employees are deployed or transferred

Expense reporting: Gather receipts and supporting documentation and create expense reports for assigned personnel; ensure reports are accurate, meet contract requirements and are submitted by the 15th and last day of each month. Maintain receipt management protocols and categorize expenses correctly to avoid rejection

Travel authorization requests (TARs): Compile and submit travel authorization packages for cost-reimbursable travel; coordinate approvals and maintain records in SharePoint; update trackers in Monday.com and respond promptly to finance team queries. Monitor revisions due to changes in travel dates or costs and ensure compliance with contract-specific submission deadlines

Travel booking: Assist employees with booking travel through Concur or the corporate travel agency; ensure travel complies with Joint Travel Regulations (JTR) and GSA/DOD per-diem rates; train employees on using Concur and verify profile settings, delegate access, email notifications and corporate card details

Deployment coordination: Track completion of Theater Entry Requirements (medical clearances, security screenings, mandatory training, documentation) and contract-specific requirements. Maintain pre-deployment checklists and ensure employees are fully prepared before departure. Enter personnel in SPOT, generate Letters of Authorization, and manage updates or renewals

New hire onboarding: Contact new hires within 24 hours of assignment, schedule training sessions, add them to Teams and SharePoint sites, ensure project coding is assigned and travel approvers/arrangers are set, mail welcome kits and manage corporate card requests. Provide training on D365 time entry, expense reporting, TAR processes and travel booking

Termination processing: When employees depart, move personnel files, remove them from trackers, deactivate accounts, process outstanding expenses and ensure final timecards are submitted

System proficiency: Maintain and update records across Microsoft Teams, SharePoint, OneDrive, Monday.com, D365/Abacus, Concur, SPOT and other enterprise tools; create and maintain trackers for eligibility, expense periods and project coding; provide guidance and troubleshooting to users

Cross-functional collaboration: Coordinate with Site Operations Managers, DC Manager, Finance, People Team, Travel Agency and other support functions to ensure seamless operations. Respond to inquiries within three business days and seek solutions proactively

Qualification

Microsoft Dynamics 365ConcurTravel regulations knowledgeOrganizational skillsAttention to detailMicrosoft Office SuiteSPOTMonday.comCommunication skillsAdaptability

Required

Experience in administrative or program support. At least 3–5 years of experience managing travel, expenses or program administration for government or complex corporate environments

Working knowledge of DoD travel regulations. Familiarity with the Joint Travel Regulations and government per‑diem guidelines; ability to ensure compliance with GSA and DOD lodging and per‑diem rates

Systems expertise. Proficiency with Microsoft Office Suite and cloud tools (Teams, SharePoint, OneDrive); experience with enterprise resource planning or expense systems such as Microsoft Dynamics 365/ABACUS and Concur; ability to learn and master Monday.com and SPOT

Organizational skills. Demonstrated ability to manage multiple tasks, prioritize deadlines and maintain meticulous records across numerous trackers and files

Communication skills. Strong written and verbal communication with the ability to train others, compose clear instructions and collaborate across distributed teams

Attention to detail. Ability to verify data accuracy in timecards and expense reports and ensure proper coding and documentation

Adaptability. Comfortable working in a highly dynamic environment where priorities shift quickly; able to adjust to changes in travel or deployment schedules and handle emergent situations calmly

Preferred

Experience supporting Department of Defense or government contracts, including knowledge of Fly America Act requirements and contract‑specific travel guidelines

Familiarity with SPOT and the Letter of Authorization process

Experience coordinating deployment readiness tasks and ensuring compliance with medical, security and training requirements

Previous experience using Monday.com or similar project management tools

Ability to train and mentor others in administrative systems and processes