Position Summary
Sol Firm is seeking a highly organized, detail-oriented Program Support Specialist to provide administrative, financial, and operational support to the MERCY and COMFORT teams supporting the Defense Health Readiness Engineering Services (DHRES) program.
This role is central to keeping the team operationally compliant and organized. The Program Support Specialist will coordinate timekeeping, travel authorizations, expense documentation, reimbursement packages, invoicing support, records management, reporting inputs, onboarding coordination, and routine communication with employees, Sol Firm leadership, and prime-contractor stakeholders.
The position requires strong judgment, discretion, follow-through, and comfort working within government-contracting requirements. The successful candidate will help ensure that labor hours, travel expenses, invoices, and supporting documentation are complete, accurate, timely, and audit-ready.
The role is designed around the subcontract’s labor-hour administration, timekeeping, travel, invoicing, funding monitoring, and documentation requirements. For example, the subcontract requires daily time entry and timely timesheet approvals, supports automated labor invoicing based on approved timecards, and requires travel to be preapproved, properly documented, and within allowable government travel limits.
Essential Duties and Responsibilities
Serve as Sol Firm’s primary administrative point of contact for MERCY and COMFORT employee timekeeping activity.
Track employee timecard completion, submission, corrections, and approvals in the prime contractor’s designated timekeeping system.
Communicate timekeeping deadlines, charge-code updates, and correction requirements to team members.
Review timecards for completeness, proper charge-code usage, accurate labor distribution, and timely submission before escalation for approval.
Coordinate with employees and program leadership to resolve missing, late, or incorrect timekeeping entries.
Maintain internal trackers for labor utilization, hours worked, upcoming leave, overtime concerns, and staffing changes.
Support reconciliation between approved timecards, payroll records, labor reports, and monthly invoices.
Coordinate travel requests and required preapprovals for MERCY and COMFORT personnel.
Review travel plans and estimated costs for compliance with the Joint Travel Regulations (JTR), company policy, customer requirements, and subcontract restrictions.
Support travelers with travel authorization requests, required documentation, expense report preparation, receipt collection, and reimbursement submissions.
Coordinate employee travel advances when approved and track advance reconciliation following travel completion.
Review expense reimbursement packages for completeness, allowability, proper receipts, business purpose, dates, and cost reasonableness before routing for approval.
Maintain a travel and expense tracker that reflects authorization status, advance amounts, reimbursement status, outstanding receipts, and unresolved issues.
Assist with reconciliation of travel expenses against approved travel budgets and contract travel funding.
Ensure travel records are retained in an organized, auditable format. Maintain invoice support files, including timesheet reports, travel receipts, approval documentation, expense reports, and related correspondence.
Track invoice submission dates, invoice status, payment status, aging, questions, corrections, and follow-up actions.
Coordinate with Sol Firm finance, contracts, and program leadership to resolve invoice discrepancies or prime-contractor questions.
Assist with tracking monthly expenditures, labor burn, travel spend, funding status, and projected requirements.
Coordinate onboarding and offboarding support for team personnel, including account-request tracking, timekeeping access coordination, travel profile support, and required administrative paperwork.
Support document control, version management, records retention, and audit-readiness activities.
Perform other program, contracts, finance, and administrative-support duties as assigned.
Required Qualifications
Associate degree plus at least 3 years of relevant experience, or a high school diploma/GED plus at least 5 years of relevant experience in program coordination, project administration, contracts administration, finance support, travel coordination, or operations support.
Experience supporting a government contractor, subcontractor, or similarly regulated professional-services environment.
Experience with employee timekeeping, invoice support, expense reporting, travel coordination, or financial reconciliation.
Familiarity with government travel requirements, including the Joint Travel Regulations (JTR), Federal Travel Regulation principles, or comparable federal-contractor travel policies.
Strong working knowledge of Microsoft Office, particularly Excel, Outlook, Word, Teams, and SharePoint or comparable document-management platforms.
Ability to manage multiple deadlines, recurring processes, and competing priorities with minimal supervision.
Strong written and verbal communication skills.
High attention to detail and demonstrated ability to maintain accurate records.
Ability to handle sensitive business, personnel, finance, and customer information professionally and discreetly.
Ability to obtain and maintain any required customer or facility access credentials.
Preferred Qualifications
Bachelor’s degree in business administration, accounting, finance, project management, contracts, or a related discipline.
Experience with Costpoint, ExpensePoint, Monday.com, or similar timekeeping, expense, invoicing, or ERP platforms.
Experience supporting labor-hour, time-and-materials, or cost-reimbursable government contracts.
Familiarity with FAR Part 31 cost principles, including travel-cost allowability.
Experience preparing invoice backup, reconciling labor and travel costs, or supporting audit and records-retention requirements.
CAPM, PMP, CFCM, CDFM, or comparable project, contracts, or financial-management certification.
Work Environment and Expectations
This is an administrative and operational support role, not a technical IT delivery role. The employee will work closely with technical personnel supporting MERCY and COMFORT while ensuring the behind-the-scenes administrative processes remain organized, compliant, and timely.
The position may require occasional work outside normal business hours during payroll close, timecard deadlines, invoice preparation, travel periods, urgent customer requests, or end-of-month reconciliation cycles.
Pay: $80,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: Remote
