Senior Program Operations Coordinator

Job Description

Job Description

Description:

The Program Operations Coordinator serves as a key member of the Program Support Office (PSO), supporting the execution, administration, reporting, and compliance activities associated with SOLID's project and contract portfolio. This role combines project coordination, project controls, contract administration support, organizational compliance monitoring, and process improvement to ensure successful project delivery and operational excellence.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of independently managing competing priorities in a remote environment. This individual serves as a central coordinator across Operations, Finance, Contracts, Human Resources, and technical teams while maintaining project documentation, tracking deliverables, supporting contract administration activities, and driving process improvements through Microsoft 365 technologies.

This position requires strong proficiency with Microsoft 365 tools, including SharePoint, SharePoint Lists, Power Automate workflows, Excel, Teams, and PowerPoint, as well as a working knowledge of government contracting practices and project controls.

Essential Job Functions / Responsibilities / Duties

Project Management & Coordination

• Support the execution of multiple software development, engineering, research, and professional services projects to ensure adherence to budget, schedule, scope, and contractual requirements.
• Develop, maintain, and update project schedules, work breakdown structures (WBS), project plans, risk registers, action item logs, and status reports.
• Coordinate project activities across cross-functional teams, resource managers, subcontractors, and external stakeholders.
• Support project startup and onboarding activities, including kickoff coordination, roles and responsibilities documentation, project repository setup, and project tracking system initialization.
• Organize, facilitate, and document project meetings, including status reviews, planning sessions, and customer meetings.
• Support customer communications, action item tracking, and meeting follow-up activities to ensure timely resolution of project and contract-related matters.
• Coordinate customer onboarding requirements, including system access requests, credential tracking, collaboration platform access, and related project startup activities.
• Monitor project milestones, performance metrics, deliverables, and contractual obligations.

Project Controls & Contract Administration Support

• Support pre-award planning activities by assisting with project estimates, work breakdown structures (WBS), staffing models, budget development, and proposal support documentation.
• Assist in monitoring contract performance against funding, labor categories, contract line-item numbers (CLINs), task orders, and project budgets.
• Review and track labor distribution, travel expenditures, and other direct costs (ODCs) to ensure proper allocation and compliance with contractual requirements
• Support monthly project reviews by compiling project performance metrics, financial data, staffing information, and contract status information.
• Assist leadership with resource forecasting, staffing coordination, and workload planning across active projects and contracts.
• Maintain project records, contract documentation, deliverable schedules, and contract modifications.
• Maintain project repositories and correspondence records in accordance with organizational documentation standards, records retention requirements, and audit-readiness expectations.
• Coordinate with Finance, Contracts, and Program Leadership to ensure accurate project reporting and contract administration, supporting invoice preparation and validation activities by reviewing labor, travel, and ODC allocations against contract requirements and approved funding.

Deliverables Management & Compliance

• Maintain and monitor organizational deliverable tracking systems to ensure timely submission of contract deliverables and internal reporting requirements.
• Develop, maintain, and update deliverable schedules, tracking logs, submission records, and supporting documentation to ensure complete and auditable deliverable management.
• Assist in the preparation, compilation, review, and submission of customer reports, program management reviews, and contractual deliverables.
• Support project and contract closeout activities, including deliverable reconciliation, documentation reviews, final reporting, and archive preparation.
• Conduct routine audits of project documentation, records, and processes to verify compliance with company procedures, customer requirements, and quality standards.
• Support organizational compliance initiatives, including documentation management, process adherence, internal audits, and corrective action tracking
• Coordinate and document lessons learned activities, retrospective reviews, corrective actions, and continuous improvement recommendations to support organizational knowledge sharing and process improvement.
• Assist with compliance activities related to organizational quality standards, cybersecurity requirements, and government regulatory obligations.
• Maintain project records, compliance artifacts, lessons learned documentation, and historical project information in accordance with organizational retention requirements and audit-readiness standards.

PSO Operations & Process Improvement

• Develop, maintain, and improve PSO processes, templates, workflows, and reporting mechanisms.
• Administer, maintain, and enhance SharePoint sites, document libraries, SharePoint Lists, Power Automate workflows, and other Microsoft 365 collaboration solutions.
• Serve as the administrator and owner of designated organizational tracking systems, reporting repositories, and SharePoint-based solutions.
• Create and maintain dashboards, trackers, and reporting tools to improve visibility into project and organizational performance.
• Identify opportunities to improve operational efficiency, standardization, compliance, and project execution.
• Support strategic PSO initiatives and special projects as assigned.
• Perform other related duties as assigned.

Required Qualifications

• Project Management Professional (PMP) certification preferred.
• Minimum of five (5) years of experience supporting project management, program operations, project controls, contract administration, or PMO functions.
• Strong understanding of government contracting terminology and concepts, including CLINs, labor categories, task orders, funding tracking, travel costs, and Other Direct Costs (ODCs).
• Demonstrated experience supporting project controls, resource tracking, financial monitoring, and performance reporting.
• Demonstrated ability to identify issues proactively, recommend solutions, and independently drive actions to completion.
• Advanced proficiency Microsoft 365 tools, including SharePoint, SharePoint Lists, Power Automate workflows, Excel, Teams, and PowerPoint.
• Experience developing and maintaining dashboards, trackers, workflows, and process documentation.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Self-starter with the ability to independently prioritize work and manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Ability to compile, analyze, and present project and operational data to leadership and customers.
• Strong analytical and problem-solving skills.
• Demonstrated ability to work effectively with all levels of staff, management, customers, and subcontractors.
• Experience supporting compliance, auditing, quality management, or process improvement initiatives preferred.
• Familiarity with Agile project management methodologies and project management tools.
• Ability to maintain sensitive and confidential information with discretion.