Government Programs Expense & Travel Coordinator

VIGILINT is a unique medical operations company that provides advisory, planning, logistics, medical operations, and crisis management services to high-net-worth individuals, Fortune 500 companies, and government clients. The nature of our clientele and the type of work we engage in demand unparalleled excellence, handled with the utmost discretion. VIGILINT’s team is tight knit. Our world-class physicians, subject matter experts, and operational staff work side-by-side to solve complex medical emergencies around the globe. The work is fast-paced and different every day. Employees are empowered to lean in, work creatively and collaboratively to find new solutions to emerging problems. 

Primary Responsibilities: 

• Serves as an essential member of the Project Management Office (PMO) team
• Reviews assigned standards of operating procedures (SOP) and policies to gain detailed knowledge to assist Program Manager (PM) 
• Provides recommendations for SOP revisions; participates in the SOP revision process. 
• Attends PMO and relevant VIGILINT meetings; prepare and brief Government Programs updates as required 
• Synchronizes all updates to the Program Management Office (PMO) weekly slides received from all key players 
• Provides read-ahead documents to key players and final copy to the PM 
• Conducts routine follow ups to ensure all updates are received 24 hours prior to weekly synchronization meetings 
• Provides support to other members of the PM team as necessary 
• Contributes to VIGILINT mission by accomplishing other duties as required
• Coordinate and administer meetings using digital communication platforms/applications
• Must comply with all VIGILINT policies 

Government Programs Expense Coordinator Responsibilities:

• Manages Government Programs travel, labor, and expense processes 
• Coordinates with the Medical Affairs, PMO, Site Managers, Deployment Manager, and Foundry Manager to gather travel, labor, and expense data 
• Updates VIGILINT, Prime Contractor, and Government data bases as required 
• Coordinates with deployers and site managers to book travel 
• Assist in bi-monthly labor and expense reconciliation with Medical Affairs and PMO 
• Contributes to processing monthly government invoices 
• As required, assists Site Managers with managing deployed personnel’s administrative requirements 
• As required, assists the Foundry Manager with administrative and training requirements

Requirements

Job Qualifications:

• US Citizen 

• Must be able to pass all background checks 
• Excellent interpersonal skills and always remain professional 
• Strong organizational skills including attention to detail, problem solving, and multi-tasking skills 
• Experience demonstrating ability to develop, implement and administer new processes and project deliverables 
• Exceptional oral and written communication skills, including tact, understanding context and attention to detail 
• Ability to coordinate and administer meetings using digital communication platforms applications (i.e., Zoom and Teams) 
• Ability to work with little supervision, track multiple processes and elevated ability to execute tasks independently 
• Resourcefulness and problem-solving aptitude 
• Familiarity with various operating systems and platforms 
• Flexibility to work extended hours when operational tempo required 

Desired Qualifications:

• Bachelor's Degree  
• Deltek/Costpoint Experience 
• Travel Management Experience (Concur Travel) 
• Salesforce Experience 
• e-signing platform experience  
• Secret Security Clearance 

Physical Requirements: 

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard. Prolonged periods of sitting at a desk and working on a computer 
• Must be able to lift 15 pounds at times 

Benefits

VIGILINT is proud to offer a robust benefits package that includes health, dental, and vision insurance, short-term and long-term disability, AD&D insurance, Healthcare Flexible Spending Plan, 401(k), and paid time off.

Equal Employment Opportunity Policy

 VIGILINT provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sex