Finance and Administrative Coordinator

About Bering Straits Professional Services

BSPS is committed to world-class management of global logistics, training and procurement services for U.S. Government agencies. BSPS is certified by the ISO 9001 quality standard certification through the Performance Review Institute (PRI). In February 2022, BSPS became an International Organization for Standardization (ISO) 9001 certified company.

Finance and Administrative Coordinator in Wahiawa, HI

The essential duties and responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Applicants will be notified via email or phone within ten business days regarding application status.

• Accounting Support
• Support the Finance Manager and Staff Accountant with contract financial administration activities
• Prepare, compile, and distribute recurring financial and operational reports
• Compile vendor invoices and supporting documentation for monthly cost-reimbursable material reports
• Research and obtain missing invoice support documentation including receiving reports, purchase orders, blanket purchase agreement releases, and other required backup documentation
• Review vendor invoices and identify manufacturer names, model numbers, quantities, serial numbers, delivery locations, material descriptions, pricing, and other required reporting information
• Communicate directly with vendors to obtain missing manufacturer information, part numbers, descriptions, or supporting documentation
• Document and explain invoice anomalies including unusual tax rates, incomplete descriptions, pricing discrepancies, or other items requiring clarification
• Maintain standardized material and vendor databases to ensure consistency in future customer reporting requirements
• Responsible for locating, organizing, and maintaining supporting documentation for purchases made using purchasing cards
• Procurement & Subcontract Administration
• Support purchasing activities and procurement processes for contract operations
• Create manual purchase requests and procurement documentation for subcontract-related actions as required
• Coordinate vendor communications regarding procurement, service requests, and subcontract actions
• Review statements of work (SOWs) for completeness and routing requirements
• Enter and maintain service requests and subcontract information within company systems
• Track service requests, subcontract actions, approvals, and procurement milestones
• Maintain procurement documentation and supporting records in accordance with company and contract requirements
• Operational Support
• Coordinate travel arrangements for prospective employees and candidates required to travel for polygraphs, onboarding activities, or other contract-related requirements
• Schedule airline travel and maintain travel documentation
• Communicate travel details and requirements to candidates and employees, including
• Coordinate with Human Resources, Security, Recruiting, and Operations personnel regarding candidate and employee travel requirements
• Ensure required travel approvals and supporting documentation are maintained
• Ensure appropriate approvals and supporting receipts are obtained for employee reimbursement requests
• Process and maintain documentation for approved contract-related employee expenses
• Maintain reimbursement documentation and supporting records in accordance with company policy

• Required (Minimum Necessary) Qualifications
• Education Requirements:
  
  Associate degree in Business Administration, Accounting, Finance, or related field; equivalent experience may be substituted
• Level of Experience Requirements:
  Three years of administrative, accounting, project coordination, or contract support experience for a…