Program Administrator

Indra Group USA; Olathe (KS); On-site; USD 70,000 - 110,000; Full time

Job summary

Indra Group USA is seeking a Program Administrator to support the execution of a $342M radar program by managing customer billing, financial administration, program documentation and contract administration. This role serves as a critical liaison among Program Management, Finance, Contracts, Supply Chain, Engineering, Manufacturing and Operations to ensure timely invoicing and accurate financial reporting.

The position will oversee end-to-end billing, prepare invoices, verify costs, coordinate

Qualifications

• Bachelor's degree in Business Administration, Finance, Project Management, or a related field.
• 3–7 years of program administration, project coordination, contracts administration, finance, or government program support experience.
• Experience supporting large, complex government or aerospace/defense programs preferred.
• Experience with customer invoicing, financial reporting, revenue forecasting, and cost tracking.
• Strong understanding of customer invoicing and financial management.

Responsibilities

• Own the end-to-end customer billing process for a $342M radar program.
• Prepare, review, and submit customer invoices in accordance with contract requirements.
• Validate labor, material, subcontractor and travel costs prior to invoicing.
• Coordinate with stakeholders to ensure invoices are accurate, complete and submitted on time.
• Process and reconcile subcontract/vendor invoices, ensuring costs are accurately charged.
• Partner with the Program Manager and Finance to maintain program financial forecasts, revenue projections and executive reporting.
• Monitor program expenditures and provide cost tracking and analysis to support financial management.
• Track production, material, equipment, warehouse and tariff-related costs, ensuring expenses are accurately captured and reported.
• Identify cost variances and assist the Program Manager with financial analysis and corrective actions.
• Track billing milestones, funding status, contract modifications and customer payments.
• Support monthly revenue recognition activities and financial close.
• Assist with preparation of monthly financial status reports
• Assist gathering, organizing, final preparation, and formal submission of Contract Data Requirements List (CDRL) deliverables.
• Assist with preparation of customer presentations, monthly program reviews, and executive status reports.
• Coordinate purchase requisitions and administrative activities supporting the program team.
• Provide day-to-day support to the Program Manager in executing cost, schedule, and technical objectives.
• Support contract administration activities, including tracking contract modifications, funding, deliverables, and coordinating with Contracts to ensure compliance with customer requirements.
• Assist with change requests, contract modifications and proposal activities.

Skills

Billing & invoicing

Financial reporting

Cost tracking

Cross-functional teamwork

MS Office

Communication

Attention to detail

Education

Bachelor's degree in Business Administration or related field

Tools

WAWF

PIEE

Delphi

Job description

The Program Administrator is responsible for supporting the execution of a $342M radar program by managing customer billing, financial administration, program documentation, and contract administration while providing operational support to the Program Manager and cross-functional program team. This position serves as a critical liaison between Program Management, Finance, Contracts, Supply Chain, Engineering, Manufacturing and Operations to ensure timely invoicing, accurate financial reporting, effective cost tracking, and successful program execution.

Key Responsibilities

• Own the end-to-end customer billing process for a $342M radar program.
• Prepare, review, and submit customer invoices in accordance with contract requirements.
• Validate labor, material, subcontractor and travel costs prior to invoicing.
• Coordinate with stakeholders to ensure invoices are accurate, complete and submitted on time.
• Process and reconcile subcontract/vendor invoices, ensuring costs are accurately charged.
• Partner with the Program Manager and Finance to maintain program financial forecasts, revenue projections and executive reporting.
• Monitor program expenditures and provide cost tracking and analysis to support financial management.
• Track production, material, equipment, warehouse and tariff-related costs, ensuring expenses are accurately captured and reported.
• Identify cost variances and assist the Program Manager with financial analysis and corrective actions.
• Track billing milestones, funding status, contract modifications and customer payments.
• Support monthly revenue recognition activities and financial close.
• Assist with preparation of monthly financial status reports

Program Administration

• Assist gathering, organizing, final preparation, and formal submission of Contract Data Requirements List (CDRL) deliverables.
• Assist with preparation of customer presentations, monthly program reviews, and executive status reports.
• Coordinate purchase requisitions and administrative activities supporting the program team.
• Provide day-to-day support to the Program Manager in executing cost, schedule, and technical objectives.
• Support contract administration activities, including tracking contract modifications, funding, deliverables, and coordinating with Contracts to ensure compliance with customer requirements.
• Assist with change requests, contract modifications and proposal activities.

Required Qualifications

• Bachelor\'s degree in Business Administration, Finance, Project Management, or a related field (or equivalent experience).
• 3–7 years of program administration, project coordination, contracts administration, finance, or government program support experience.
• Experience supporting large, complex government or aerospace/defense programs preferred.
• Experience with customer invoicing, financial reporting, revenue forecasting, and cost tracking.
• Strong understanding of customer invoicing and financial management.
• Proficiency with Microsoft Office Suite (Project, Excel, PowerPoint, Word).
• Excellent organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities with exceptional attention to detail.
• Ability to work effectively across cross-functional teams.

Preferred Qualifications

• Advanced MS Excel proficiency including development and use of complex formulas, financial calculations, pivot tables, lookups (VLOOKUP/XLOOKUP).
• Experience with government customer invoicing and payment systems, including submission and management of invoices through platforms such as Wide Area Workflow (WAWF), Delphi, PIEE, or similar electronic billing systems, with knowledge of contract funding, payment processing, and compliance requirements.
• Knowledge of Earned Value Management (EVM) principles.
• Familiarity with FAR/DFARS contract requirements.