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Alutiiq, LLC · 13 hours ago

Operations Coordinator

Chesapeake, VA

Full-time

Onsite

New Grad, Entry Level

Alutiiq, LLC is seeking an Operations Coordinator to ensure the smooth execution of operational activities. This role involves managing administrative tasks, travel coordination, financial reconciliation, and compliance processes to support project leadership and stakeholders.

InternetProfessional Services

Responsibilities

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

Qualification

ConcurFinancial reconciliationTravel coordinationExcelCost analysisProcess improvementOrganizational skillsCommunication skillsAttention to detail

Required