NVE

ADMINISTRATOR

NVE Herndon, VA
NVE

ADMINISTRATOR

NVE Herndon, VA
2 weeks ago 125 applicants

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The Operations Administrator assists in keeping program operations running smoothly across multiple federal contracts. The role owns biweekly payroll accuracy, reimbursement compliance, deployment roster upkeep, and invoice lifecycle support. Success means on-time, error-free pay and documentation, current staffing visibility, and clean files for audits and billing.

Core Responsibilities

  • Payroll & Timekeeping: Manage the biweekly payroll cycle for field staff; validate signed timesheets; reconcile with the timekeeping system; ensure correct projects, tasks, labor categories, and pay codes.
  • Reimbursements & Vouchers: Review travel and incidental vouchers for compliance, receipts, and currency documentation; prevent duplicate payments across vouchers and timesheets.
  • Bonuses & Closeouts: Calculate and process end-of-assignment bonuses based on program policies after final documentation is received.
  • Deployment Roster Management: Maintain master and active rosters; record status changes, arrivals, and extensions; support readiness tracking with site leadership during recurring operations meetings.
  • Extensions & Demobilizations: Run the monthly extension cycle and track demobilization closeouts (evaluations, vouchers, final paperwork) to deadlines.
  • Accounts Payable / Accounts Receivable Support: Intake and code vendor invoices by site; assemble documentation for client billing packages; route accurately and on schedule.
  • SharePoint: File and tag documents with required metadata; maintain clear views for fast retrieval and audit readiness.
  • Communications & Coordination: Send routine operational notices (e.g., rate changes), uphold team email practices, and coordinate with HR, Finance, and program leadership.
  • Other administrative duties as assigned to support program operations and mission needs.

Qualifications

  • Must be able to obtain and maintain a Top Secret (TS) security clearance (current TS strongly preferred).
  • 3+ years in operations, payroll, or program coordination in a regulated or government-contract environment.
  • Strong Excel and SharePoint skills (metadata, saved views, structured filing).
  • Familiarity with enterprise timekeeping/HRIS and invoice workflows.
  • Detail-oriented, deadline-driven, and discreet with sensitive information.

Skills & Attributes

  • Payroll and coding accuracy; voucher policy enforcement; documentation discipline.
  • Clear, professional communication with internal and external stakeholders.
  • Organized, able to prioritize multiple deadlines with minimal oversight.

Tools

Timekeeping/HRIS and ERP systems, SharePoint, Microsoft 365; willingness to learn additional platforms.

Success Measures

  • On-time payroll submissions with no errors.
  • No duplicate reimbursements; audit-ready voucher files.
  • Current, accurate deployment rosters and extension tracking.
  • Invoice inputs delivered complete and on schedule.
  • Vendor invoice accuracy: no duplicate charges, correct coding, and discrepancies flagged/resolved before submission to Finance.

  • Seniority level

    Mid-Senior level

  • Employment type

    Full-time

  • Job function

    Information Technology

  • Industries

    Facilities Services

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