Junior Contract Operations and Compliance Specialist

Position Overview: Xander Government Solutions is seeking a detail-oriented and motivated Junior Contract Operations and Compliance Specialist to support employee onboarding, compliance documentation, equipment management, travel coordination, and contract billing activities. This position provides essential administrative and operational support to company leadership, program managers, and project teams to ensure employees meet onboarding and compliance requirements, contract travel is coordinated effectively, and supporting documentation is maintained accurately. The successful candidate will work with internal and external stakeholders to resolve administrative issues, track outstanding requirements, identify potential risks, and help prevent delays that could affect employee readiness or contract performance. This is an opportunity for a motivated professional to develop experience in government contract operations and compliance.

Employee Onboarding and Compliance: Coordinate employee onboarding activities, ensuring required forms, documentation, and administrative tasks are completed accurately and on time. Track mandatory training, certifications, and other employee qualifications required by the company, client, or contract. Retrieve, organize, and maintain employee certifications, training records, and supporting documentation for audits and compliance reviews. Maintain accurate employee files, onboarding trackers, and compliance records to support leadership reporting and audit readiness. Ensure new hires acknowledge and follow company policies, client-specific contact protocols, standard operating procedures, and other applicable requirements. Communicate with employees, hiring managers, and program managers to resolve incomplete documentation and outstanding onboarding tasks. Monitor training deadlines and certification renewals and notify the appropriate stakeholders of upcoming requirements.

Equipment and Access Coordination: Coordinate the issuance, tracking, and return of company equipment, including laptops, mobile phones, and accessories. Maintain equipment inventories and document employee acknowledgments of assigned property. Coordinate equipment setup and access requests with appropriate personnel to support employee readiness. Assist with employee offboarding, including equipment recovery and applicable access termination requests.

Travel Coordination and Administration: Coordinate contract-related business travel, including transportation, lodging, itineraries, and other authorized arrangements. Collect and review travel authorizations, receipts, expense reports, and supporting documentation. Ensure travel arrangements and expenses follow applicable company policies, client requirements, and contract guidelines. Maintain organized travel records and communicate schedule changes or documentation issues to employees and program managers.

Contract Billing and Invoicing: Assist with preparing, reviewing, and processing invoices associated with contract travel requirements. Verify receipts, travel approvals, expense details, and supporting documentation before invoice submission. Reconcile travel expenses against employee submissions and vendor invoices. Track invoice status and follow up on missing information, discrepancies, and outstanding documentation. Coordinate with accounting personnel and program managers to help ensure timely and accurate billing.

Leadership, Program Management, and Stakeholder Support: Provide administrative and operational support to company leadership and program managers by maintaining accurate records, tracking deadlines, and communicating the status of onboarding, compliance, travel, and invoicing activities. Coordinate with employees, program managers, internal administrative teams, accounting personnel, and client stakeholders to resolve routine operational issues. Prepare status updates, trackers, and supporting documentation to help leadership monitor requirements and make informed decisions. Escalate potential compliance issues, missed deadlines, incomplete records, or travel and billing discrepancies to the appropriate leadership or program manager. Maintain professional communication and positive working relationships with stakeholders across multiple teams.

Proactive Risk Identification and Mitigation: Monitor onboarding checklists, training trackers, certification records, and travel documentation to identify potential compliance gaps before they affect operations. Proactively follow up on missing documents, overdue training, expiring certifications, and pending approvals. Identify potential delays in employee readiness, travel arrangements, or invoice submissions and communicate concerns early. Maintain clear records of outstanding issues, responsible parties, and required follow-up actions. Recommend practical process improvements and escalate risks that require management attention.

Required Qualifications: Bachelor's degree from an accredited college or university. Strong organizational skills and attention to detail. Effective written and verbal communication skills. Proficiency with Microsoft Office, particularly Excel, Outlook, and Word. Ability to manage multiple priorities, track deadlines, and maintain accurate records. Ability to handle confidential employee, financial, and company information professionally. Active U.S. Government Secret security clearance.

Preferred Qualifications: Internship, academic project, or professional experience in administration, compliance, human resources, finance, or operations. Familiarity with document management, training trackers, expense reports, or invoicing processes. Interest in government contracting, program support, and contract compliance.

Ideal Candidate: The ideal candidate is proactive, dependable, and eager to learn. They take ownership of assigned tasks, communicate effectively, and understand how accurate documentation and timely follow-through support program managers, company leadership, and successful government contract execution.

Equal Employment Opportunity: Xander Government Solutions is committed to providing equal employment opportunities and fostering a professional, inclusive, and collaborative workplace.