Operations Coordinator - Panama
Panama City, Panama
Applicants should submit English versions of the CV / resume.
ATSG Corporation prides itself on our proven dedication to providing expert assistance to our government partners without any surprises.
We work hard to honor our commitment to our clients while ensuring our employees feel secure and empowered in their work.
We take excellent care of our team so they may have the freedom and confidence to focus on their missions and provide nothing but the best output on the work site and at home.
The company provides a variety of services within the Intelligence Community. Our products may be diverse but the results are one and the same on schedule, on budget, and completed with superior quality.
We are experienced in areas such as Mobility, Enterprise Architecture, Data Processing, Law Enforcement Mission Support, and Acquisition Support.
As an organization, we are consistently expanding our footprint in the contracting community.
We are presently identifying candidates for an Operations Coordinator - Panama. This candidate will contribute to our team's management of the Central America Regional Security Initiative (CARSI) contract.
This person will be a corporate employee supporting our SME's on site and working with the U.S. Government.
Education & Knowledge : Completion of a bachelor’s degree in business administration, management, marketing, or another relevant area of study Special knowledge in areas such as (but not limited to) : local laws, policies & procedures, payroll duties, onboarding & offboarding, travel expense invoicing, attendance management, and personnel file maintenance.
Familiarity with local government Work Permit / VISA regulations, policies and laws pertaining to travel on behalf of U.
S. government missions /
Language : English FSI Level 4 / 4 (verbal and written fluency); and, Spanish FSI Level 5 / 5 (verbal and written fluency).
Experience : 3 to 5 years of recent and relevant experience performing in a travel coordination or human resources role Previous project Management experience Utilization of multiple databases to access essential information Demonstrated ability to read, understand, and apply policies, procedures, and guidelines in real time
Skills & Abilities : Excellent negotiating skills Working knowledge of the Joint Federal Travel Regulations (JFTR) and other regulations, policies and laws pertaining to travel on behalf of U.
S. government missions Ability to research, evaluate and incorporate existing and changing travel and work permit / VISA regulations in policies and procedures Must be able to prioritize and plan work activities as to use time efficiently Demonstrated ability to use independent judgment and creativity to address and resolve personnel and / or stakeholder issues Extensive skill base in customer services, ability to handle multi-lined phones, typing & data entry skills, and using / troubleshooting office equipment.
Excellent data collection and analytical skills
Competencies : Demonstrated competency in Microsoft applications including Word, Excel, Teams, and Outlook Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback Excellent record and file keeping capabilities with physical paper files and electronic files Proficiency in analyzing problems and offering solutions Demonstrated ability to consult and communicate clearly (both written and orally) with employees, team members, Management, vendors, and clients.
Knowledge of Department of State agency-specific policies, processes, and procedures
Experience with working with a small team
Intimate familiarity with local labor laws
Knowledge of Visa and Work Permit processes
Experience with Concur travel system to include expense reporting and invoicing
Familiarity with Information Technology (IT) asset management
Experience with invoice creation, reviews, and cost sheet management
Duties and Responsibilities of this position include, but are not limited to the following-
Administers cradle-to-grave Travel coordination
Coordinates of all local transport of personnel and goods (rental vehicle or public transportation) as necessary.
Secures and assigns equipment and property
Creates, maintains, and archives of filing structure related to travel needs of employees, as well as the VISA / Work Permits.
Logs invoices pertaining to all travel expenses of ICSO personnel (i.e. lodging, vehicle rentals, fuel, mileage, plane tickets, luggage, meals, etc.).
Coordinates IT hardware asset portfolio with respect to risk, cost control, governance, compliance, and performance objectives.
Coordinates of all personnel movements (i.e. housing, rental vehicles).
Coordinates, tracks, monitors, and archives travel needs : Travel Accommodations Review, Approval and Booking VISA and Work Permit Considerations for Travel Destinations Travel Tracker Monitoring and Updating Travel Monitoring and Logistical Support Expense Report Reconciliation and Approval Expense Package Submission for Approval and Invoicing
Ensures all travel is compliant with FAR 47.402, 47.403, and the Fly America Act, prepares memorandum if travel exceptions are required, prepares expense reports, and monitors contractor use of purchase card(s).
Coordinates application, tracking, monitoring, and archival of VISA and Work Permit needs to include : Obtains VISAs and Work Permits for U.
S. Citizens, Local Nationals (LNs) and Third Country Nationals (TCNs) Status monitoring to ensure timely renewal of employee VISAs and Work Permits VISA and Work Permit Considerations for both local and international travel Ensures VISAs and Work Permits remain up-to-date
Coordinates with HR Specialist the time and attendance for personnel including timesheets, Paid Time Off (PTO) and Sick Time Off (STO);
once employees receive the proper chain of approvals listed in the SOP, send approval form to HR Specialist, so HR can document PTO and STO balance on the specified ICSO tracker.
Assists in the recruitment process of personnel for all Task Order / Call Order positions.
Assists the DPM with schedule management, collecting program reports, filing program documentation, supporting ICSO procurements by collecting quotes, and following up on specific project activities, as assigned by the DPM
Assists in the onboarding process : provides accommodations and support where needed, conducts employee orientation, badging, first day reporting, equipment allocation, and training on Concur and Cost Point.
Assists in the offboarding process providing accommodations and support where needed.
Assists ICSO personnel and HR Specialist with the work permit and Visa process
Administers Concur, (e.g., claim resolutions, reconciling benefits statements, and approving invoices for payment.)