Finance and Administrative Coordinator

Job Description

Job Description

About Bering Straits Professional Services

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 . In February 2022, BSPS became an International Organization for Standardization (ISO) 9001 certified company. BSPS received the ISO 9001 quality standard certification through the Performance Review Institute (PRI).

About this position: 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.

Wage/Salary Range: $42.45 per hr.

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

Essential Duties & Responsibilities

· 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 government contractor

Knowledge, Skills, Abilities, and Other Characteristics

· Strong understanding of project-based accounting and contract financial management

· Knowledge of FAR and government contracting requirements

· Ability to work independently in a remote environment while supporting operational teams

· Knowledge of organizational procedures and workflows – understanding how work moves through a company.

· Basic knowledge of relevant technologies or tools – e.g., Microsoft 365, communication platforms, or industry‑standard software.

· Knowledge of customer service practices – principles of providing quality service and managing inquiries professionally.

· Knowledge of data privacy and confidentiality principles – awareness of proper handling of sensitive information.

· Communication skills (written and verbal) – ability to convey information clearly and professionally.

· Time management and prioritization – balancing multiple tasks and meeting deadlines.

· Problem‑solving and critical thinking – analyzing issues and selecting appropriate solutions.

· Interpersonal and teamwork skills – building rapport and collaborating effectively with others.

· Attention to detail – producing accurate, error‑free work.

Preferred

· N/A

Necessary Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Employees must always maintain a constant state of mental alertness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to hear, talk, sit and use a keyboard and phone. The employee may be occasionally required to reach and lift, handle, or move objects weighing up to 40 pounds.

Work Environment

The work environmental characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of the role. Employees must always maintain a constant state of situational awareness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The work environmental characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of the role. Employees must always maintain a constant state of situational awareness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work is mostly performed from a sedentary posture.

Supervisory Responsibilities

· This position will not have supervisory responsibilities.

DOT Covered/Safety-Sensitive Role Requirements

· This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

Additional Qualifying Factors

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain and maintain the appropriate clearance levels required and must also be able to obtain access to military installations.

Shareholder Preference

BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment without regard to any status protected by state or federal law, or any other basis prohibited by law.