Program Coordinator

Program Coordinator

The Program Coordinator serves as a key administrative and operational resource for program teams, deploying personnel, and internal business unit staff. This role is the primary point of contact for deployment and travel support, helping ensure personnel are prepared, documentation is complete, travel is properly coordinated, and program requirements are met. The ideal candidate is highly organized, responsive, and customer-service oriented, with the ability to manage multiple priorities in a fast-paced environment.

This position requires strong coordination skills, sound judgment, and the ability to communicate clearly with employees, program leadership, vendors, and external stakeholders.

Essential Duties and Responsibilities

• Manage deployment processes for assigned personnel, including letters of authorization, CAC-related requirements, and other deployment documentation.
• Ensure all contract-required documentation, approvals, medical requirements, and trainings are completed accurately and on time.
• Submit required personnel and deployment documentation to PRIME contractors and customers, as applicable.
• Maintain and update personnel trackers, deployment rosters, and PERSTATs.
• Submit and track SPOT documentation, including LOAs, CACs, APACS, medicals, and related records.
• Coordinate and monitor country clearances, visa requirements, and other pre-deployment administrative actions.
• Support deploying personnel with training requirements, policy questions, and issue resolution throughout the deployment process.
• Provide travel guidance and training to personnel on booking procedures and travel processes, excluding expense report processing.
• Review and approve travel requests in Concur, ensuring airfare, per diem, and travel arrangements align with company policy and contractual requirements.
• Review travel reservations prior to ticketing to ensure accuracy and compliance.
• Coordinate with travel management companies, travel vendors, and internal stakeholders to resolve urgent or complex travel issues.
• Submit and track program travel requests and provide travel status updates as needed.
• Assist personnel with passport and visa processing related to official travel.
• Track medical clearances and other travel readiness requirements.
• Generate travel-related reports and provide Concur troubleshooting support to program personnel.
• Support program teams by coordinating administrative and operational requirements tied to deployments, travel, onboarding, and personnel readiness.
• Assist with onboarding activities through internal and external systems.
• Collect, analyze, and prepare reports for program leadership, senior management, and government stakeholders.
• Help identify trends, improve workflows, and support process improvements across deployment and travel functions.
• Draft guidance, instructions, and other written materials to communicate processes and requirements clearly.
• Maintain regular communication with program managers, deploying personnel, internal staff, and external vendors.
• Participate in regular program or division meetings where staffing, deployments, travel, and operational requirements are discussed.
• Provide responsive support outside normal business hours when urgent deployment or travel issues arise.

Requirements

• Bachelor's degree or equivalent combination of education and relevant experience
• 1-5 years of experience in administrative, program coordination, travel, logistics, or customer support roles
• Strong attention to detail and ability to manage documentation with a high level of accuracy
• Excellent organizational and time management skills, with the ability to handle multiple priorities and deadlines
• Strong written and verbal communication skills
• Demonstrated customer service orientation and ability to work effectively with diverse stakeholders
• Ability to problem solve, prioritize, and exercise sound judgment in a fast paced environment
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Ability to handle sensitive and confidential information with discretion
• Willingness to work in a hybrid environment, reporting to the Fairfax office three days per week
• Flexibility to provide support…