Operations Administrator
Operations Administrator
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The Operations Administrator assists in keeping program operations running smoothly across multiple federal contracts. The role owns biweekly payroll accuracy reimbursement compliance deployment roster upkeep and invoice lifecycle support. Success means on-time error-free pay and documentation current staffing visibility and clean files for audits and billing.
Core Responsibilities
- Payroll & Timekeeping: Manage the biweekly payroll cycle for field staff; validate signed timesheets; reconcile with the timekeeping system; ensure correct projects tasks labor categories and pay codes.
- Reimbursements & Vouchers: Review travel and incidental vouchers for compliance receipts and currency documentation; prevent duplicate payments across vouchers and timesheets.
- Bonuses & Closeouts: Calculate and process end-of-assignment bonuses based on program policies after final documentation is received.
- Deployment Roster Management: Maintain master and active rosters; record status changes arrivals and extensions; support readiness tracking with site leadership during recurring operations meetings.
- Extensions & Demobilizations: Run the monthly extension cycle and track demobilization closeouts (evaluations vouchers final paperwork) to deadlines.
- Accounts Payable / Accounts Receivable Support: Intake and code vendor invoices by site; assemble documentation for client billing packages; route accurately and on schedule.
- SharePoint: File and tag documents with required metadata; maintain clear views for fast retrieval and audit readiness.
- Communications & Coordination: Send routine operational notices (e.g. rate changes) uphold team email practices and coordinate with HR Finance and program leadership.
- Other administrative duties as assigned to support program operations and mission needs.
Qualifications
- Must be able to obtain and maintain a Top Secret (TS) security clearance (current TS strongly preferred).
- 3 years in operations payroll or program coordination in a regulated or government-contract environment.
- Strong Excel and SharePoint skills (metadata saved views structured filing).
- Familiarity with enterprise timekeeping/HRIS and invoice workflows.
- Detail-oriented deadline-driven and discreet with sensitive information.
Skills & Attributes
- Payroll and coding accuracy; voucher policy enforcement; documentation discipline.
- Clear professional communication with internal and external stakeholders.
- Organized able to prioritize multiple deadlines with minimal oversight.
Tools
Timekeeping/HRIS and ERP systems SharePoint Microsoft 365; willingness to learn additional platforms.
Success Measures
- On-time payroll submissions with no errors.
- No duplicate reimbursements; audit-ready voucher files.
- Current accurate deployment rosters and extension tracking.
- Invoice inputs delivered complete and on schedule.
- Vendor invoice accuracy: no duplicate charges correct coding and discrepancies flagged/resolved before submission to Finance.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
