Deployment Coordinator

Metrea Management LLC•Washington, DC

4d•Hybrid

About The Position

We are seeking a Deployment Coordinator (DC) to join our Special Air Missions group. This role serves as the primary administrative point of contact for assigned ISR personnel, ensuring they are fully prepared to deploy on time and that travel and expense transactions comply with contract and Department of Defense requirements. DCs arrange travel, manage expense reconciliation, and oversee pre‑deployment certification requirements. The work requires a high degree of adaptability and flexibility to support a rapidly changing operational environment. You will use systems such as Microsoft Dynamics 365 (D365/ABACUS), Concur, Monday.com, SharePoint and the Synchronized Pre‑deployment Operational Tracker (SPOT) to track activities and communicate with remote teams. Strong attention to detail, excellent communication skills, and the ability to build rapport across multiple functions are essential.

Requirements

Experience in administrative or program support. At least 3–5 years of experience managing travel, expenses or program administration for government or complex corporate environments.
Working knowledge of DoD travel regulations. Familiarity with the Joint Travel Regulations and government per‑diem guidelines; ability to ensure compliance with GSA and DOD lodging and per‑diem rates.
Systems expertise. Proficiency with Microsoft Office Suite and cloud tools (Teams, SharePoint, OneDrive); experience with enterprise resource planning or expense systems such as Microsoft Dynamics 365/ABACUS and Concur; ability to learn and master Monday.com and SPOT.
Organizational skills. Demonstrated ability to manage multiple tasks, prioritize deadlines and maintain meticulous records across numerous trackers and files.
Communication skills. Strong written and verbal communication with the ability to train others, compose clear instructions and collaborate across distributed teams.
Attention to detail. Ability to verify data accuracy in timecards and expense reports and ensure proper coding and documentation.
Adaptability. Comfortable working in a highly dynamic environment where priorities shift quickly; able to adjust to changes in travel or deployment schedules and handle emergent situations calmly.

Nice To Haves

Experience supporting Department of Defense or government contracts, including knowledge of Fly America Act requirements and contract‑specific travel guidelines.
Familiarity with SPOT and the Letter of Authorization process.
Experience coordinating deployment readiness tasks and ensuring compliance with medical, security and training requirements.
Previous experience using Monday.com or similar project management tools.
Ability to train and mentor others in administrative systems and processes.

Responsibilities

Act as primary contact for assigned personnel: Serve as the face of SAM to aircrew, maintainers and support staff at deployed sites, providing professional communication and timely responses.
Timecard management: Review employee timecards in D365 at least twice per week, ensuring correct project codes and labor categories; remind employees to submit timecards and run missing timesheet reports; request and process timecard corrections when needed. Coordinate workflow routing so timesheets flow to the appropriate approver when employees are deployed or transferred.
Expense reporting: Gather receipts and supporting documentation and create expense reports for assigned personnel; ensure reports are accurate, meet contract requirements and are submitted by the 15th and last day of each month. Maintain receipt management protocols and categorize expenses correctly to avoid rejection.
Travel authorization requests (TARs): Compile and submit travel authorization packages for cost‑reimbursable travel; coordinate approvals and maintain records in SharePoint; update trackers in Monday.com and respond promptly to finance team queries. Monitor revisions due to changes in travel dates or costs and ensure compliance with contract‑specific submission deadlines.
Travel booking: Assist employees with booking travel through Concur or the corporate travel agency; ensure travel complies with Joint Travel Regulations (JTR) and GSA/DOD per‑diem rates; train employees on using Concur and verify profile settings, delegate access, email notifications and corporate card details.
Deployment coordination: Track completion of Theater Entry Requirements (medical clearances, security screenings, mandatory training, documentation) and contract‑specific requirements. Maintain pre‑deployment checklists and ensure employees are fully prepared before departure. Enter personnel in SPOT, generate Letters of Authorization, and manage updates or renewals.
New hire onboarding: Contact new hires within 24 hours of assignment, schedule training sessions, add them to Teams and SharePoint sites, ensure project coding is assigned and travel approvers/arrangers are set, mail welcome kits and manage corporate card requests. Provide training on D365 time entry, expense reporting, TAR processes and travel booking.
Termination processing: When employees depart, move personnel files, remove them from trackers, deactivate accounts, process outstanding expenses and ensure final timecards are submitted.
System proficiency: Maintain and update records across Microsoft Teams, SharePoint, OneDrive, Monday.com, D365/Abacus, Concur, SPOT and other enterprise tools; create and maintain trackers for eligibility, expense periods and project coding; provide guidance and troubleshooting to users.
Cross‑functional collaboration: Coordinate with Site Operations Managers, DC Manager, Finance, People Team, Travel Agency and other support functions to ensure seamless operations. Respond to inquiries within three business days and seek solutions proactively.