Program Coordinator - Federal Programs

Position Overview We are seeking a detail-oriented Program Coordinator to provide critical administrative and operational support for our growing portfolio of government contracts, with primary focus on National Reconnaissance Office (NRO) programs and Department of War initiatives. This role will work directly with our Program Manager to handle day-to-day reporting requirements, client communications, meeting coordination, and deliverable tracking, enabling the program leadership to focus on strategic initiatives and technical program execution. Primary Responsibilities Daily Reporting & Data Management Prepare and submit daily collection reports to NRO via AVALON system by 11:00 AM ET (Monday-Friday) Compile weekly collection/delivery metrics for NRO (due Tuesdays by noon ET), including data formatting, quality control, and record-keeping for invoicing purposes Assist with monthly metrics compilation and revenue recognition documentation Maintain organized files and tracking systems to support reporting accuracy and audit requirements Meeting Coordination & Documentation Coordinate logistics for biweekly meetings with NRO stakeholders, including scheduling, agenda preparation, and materials distribution Attend and document weekly internal Spire team meetings, tracking action items and follow-up requirements Support preparation of materials for monthly Project Management Reviews (PMRs), including status updates and action item summaries Distribute meeting notes and ensure timely follow-up on assigned action items Client Support & Communication Serve as initial point of contact for routine NRO inquiries and information requests, escalating complex issues to the Program Manager Draft responses to standard customer questions and status requests under Program Manager guidance Maintain regular communication cadence with government stakeholders on routine matters Track and monitor customer requests to ensure timely responses and resolution Project Support & Campaign Coordination Assist with administrative setup and documentation for new tasking and RFGL collection projects Support initiation activities for new collection campaigns, coordinating with technical teams on deliverable schedules Provide administrative support during Space Force TacSRT tasking exercises, including daily standup coordination, slide deck compilation, and daily report assembly Track project milestones and deadlines, providing proactive alerts to Program Manager Contract Administration Support Monitor deliverable schedules and provide advance notification of upcoming deadlines Assist with documentation required for contract compliance and reporting Maintain records to support invoicing processes and revenue recognition Help coordinate responses to contract administration questions and documentation requests Cross-Functional Coordination Facilitate communication between government customers and internal technical teams (IT/Security, Engineering, Business Development) Support coordination of cybersecurity deliverable schedules and status updates Assist with scheduling and logistics for demonstrations and technical reviews Help coordinate Modeling and Simulation deliverable tracking with technical teams Required Qualifications Associate's or Bachelor's degree in Business Administration, Communications, or related field, OR a degree in a Space-related field, OR equivalent combination of education and relevant experience 1-3 years of experience in an administrative, coordination, or junior project support role (government contracting experience preferred but not required) Ability to obtain and maintain Secret clearance (or active Secret clearance) Strong organizational skills with demonstrated ability to manage multiple tasks and competing deadlines Excellent written communication skills and attention to detail Proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, and Word Comfortable learning new software systems and databases Self-starter who can work independently once trained on established processes Professional demeanor and ability to interact appropriately with government clients Preferred Qualifications Active Secret or Top Secret clearance Prior experience supporting Department of War or Intelligence Community contracts Familiarity with project management principles and tools Experience with data compilation, formatting, and quality control processes Background in aerospace, defense, or technology sectors Experience with government reporting systems or databases Understanding of basic financial/invoicing processes Time Commitment & Workload This is a full-time position requiring 40 hours per week. Core recurring duties (daily reports, weekly metrics, meeting coordination, client communication, and administrative tasks) provide a consistent baseline workload. Beyond these scheduled activities, the role requires: Proactive program support : anticipating needs, preparing materials in advance, maintaining documentation, and improving processes Responsive customer service : NRO and DoW customers have significant information needs and expect timely, thorough responses to inquiries New project setup and coordination : supporting 1-2 new collection campaign initiations per month, each requiring 5-10 hours of setup coordination TacSRT exercise support : recurring Space Force exercises (every 2-3 months) that require intensive daily reporting and coordination for 2-3 week periods Quality control and process improvement : ensuring accuracy of all deliverables, catching issues before they reach customers, and refining workflows Cross-functional coordination : facilitating information flow between technical teams and government stakeholders Administrative excellence : maintaining comprehensive records, tracking action items across multiple concurrent efforts, and supporting audit/com