Program Coordinator

Position Summary

The Program Coordinator serves as a key administrative and operational resource for program teams, deploying personnel, and internal business unit staff. This role is the primary point of contact for deployment and travel support, helping ensure personnel are prepared, documentation is complete, travel is properly coordinated, and program requirements are met.

 

The ideal candidate is highly organized, responsive, and customer-service oriented, with the ability to manage multiple priorities in a fast-paced environment. This position requires strong coordination skills, sound judgment, and the ability to communicate clearly with employees, program leadership, vendors, and external stakeholders.

Essential Duties and Responsibilities

Deployment Coordination

• Manage deployment processes for assigned personnel, including letters of authorization, CAC-related requirements, and other deployment documentation.
• Ensure all contract-required documentation, approvals, medical requirements, and trainings are completed accurately and on time.
• Submit required personnel and deployment documentation to PRIME contractors and customers, as applicable.
• Maintain and update personnel trackers, deployment rosters, and PERSTATs.
• Submit and track SPOT documentation, including LOAs, CACs, APACS, medicals, and related records.
• Coordinate and monitor country clearances, visa requirements, and other pre-deployment administrative actions.
• Support deploying personnel with training requirements, policy questions, and issue resolution throughout the deployment process.

 

Travel Coordination

• Provide travel guidance and training to personnel on booking procedures and travel processes, excluding expense report processing.
• Review and approve travel requests in Concur, ensuring airfare, per diem, and travel arrangements align with company policy and contractual requirements.
• Review travel reservations prior to ticketing to ensure accuracy and compliance.
• Coordinate with travel management companies, travel vendors, and internal stakeholders to resolve urgent or complex travel issues.
• Submit and track program travel requests and provide travel status updates as needed.
• Assist personnel with passport and visa processing related to official travel.
• Track medical clearances and other travel readiness requirements.
• Generate travel-related reports and provide Concur troubleshooting support to program personnel.

 

Program and Administrative Support

• Support program teams by coordinating administrative and operational requirements tied to deployments, travel, onboarding, and personnel readiness.
• Assist with onboarding activities through internal and external systems.
• Collect, analyze, and prepare reports for program leadership, senior management, and government stakeholders.
• Help identify trends, improve workflows, and support process improvements across deployment and travel functions.
• Draft guidance, instructions, and other written materials to communicate processes and requirements clearly.
• Maintain regular communication with program managers, deploying personnel, internal staff, and external vendors.
• Participate in regular program or division meetings where staffing, deployments, travel, and operational requirements are discussed.
• Provide responsive support outside normal business hours when urgent deployment or travel issues arise.

Requirements

• Bachelor’s degree or equivalent combination of education and relevant experience
• 1–5 years of experience in administrative, program coordination, travel, logistics, or customer support roles
• Strong attention to detail and ability to manage documentation with a high level of accuracy
• Excellent organizational and time management skills, with the ability to handle multiple priorities and deadlines
• Strong written and verbal communication skills
• Demonstrated customer service orientation and ability to work effectively with diverse stakeholders
• Ability to problem solve, prioritize, and exercise sound judgment in a fast paced environment
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Ability to handle sensitive and confidential information with discretion
• Willingness to work in a hybrid environment, reporting to the Fairfax office three days per week
• Flexibility to provide support outside of normal business hours as needed

 

Preferred Qualifications

• Experience supporting government contracts, deployments, or international programs
• Familiarity with systems and processes such as Concur, SPOT, APACS, LOAs, CACs, visas, and country clearances
• Experience coordinating travel logistics and working with travel management companies
• Experience maintaining trackers, reports, and personnel data (e.g., PERSTATs)
• Experience supporting onboarding and training coordination
• Ability to analyze data and support reporting and process improvement efforts

Clearance

• Ability to obtain and maintain a Secret security clearance

Special Note

The position is contingent upon candidate’s ability to meet physical and medical requirements as needed by the position; including compliance with all applicable federal, state, and local jurisdictional requirements.

Benefits and Compensation

At MAG Aerospace, we value your contributions providing our employees with a robust Total Rewards package that supports your total well-being. Full-time and part-time employees working at least 30 hours a week on a regular basis are eligible to participate in MAG's Total Rewards programs. Our offerings include health, life, disability, financial, and retirement benefits as well as paid leave, professional development, and tuition assistance. Individuals that do not meet the threshold are only eligible for select offerings not inclusive of health benefits. We encourage you to learn more about our Total Rewards Program by visiting the Resource page on our Careers site: https://www.magaero.com/benefits/. Salary at MAG Aerospace is determined by various factors including but not limited to location, the particular combination of education, knowledge, skills, competencies, and experience as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $55,000.00 to $60,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of MAG's total compensation package for employees.