Defense Trade Business Operations Specialist

Business Operations Specialist

Are you interested in building a safer world through international trade? Defense Trade Solutions (DTS) is hiring! We have an opportunity for a Business Operations Specialist to join our team.   This position will keep our internal engine running smoothly—owning coordination and accuracy across contracts, records, invoicing, calendars, and event logistics while enabling leadership visibility through clean, timely reporting. You’ll thrive on order, momentum, and clear communication, and you’ll be the connective tissue between delivery teams, leadership, finance, and growth.

Our Mission:

• To safeguard U.S. and allied military advantage with responsible, simplified defense trade and export control through a holistic, mission-driven approach.

What You Bring to DTS:

• 2-10 years of experience supporting operations for consulting, legal, professional services, or defense company
• Familiarity with contracts, organizational process improvement, resource planning, invoicing/AR, and/or enterprise project coordination/scheduling.
• Strong organizational skills and ability to work across departments and teams
• Excellent attention to detail and clear, professional communication.
• Proactive and creative- comfortable suggesting improvements and new ideas.
• Proficiency with Microsoft Office (especially Excel) and collaboration tools (Teams, SharePoint, Planner, Project, Smartsheet).
• Ability to manage multiple priorities simultaneously in a fast‑paced environment.
• Willingness to travel, up to 10% of the time.

Responsibilities:

1) Contracts & Records Administration

• Support contract drafting and administrative compliance tracking; organize and maintain records and version control in shared repositories (e.g., SharePoint/Smartsheet).

2) Resource & Operations Tracking

• Maintain staff resource planning sheets, DTS leadership after‑action reports (AARs), and operational data flows across Excel/Smartsheet to support weekly scorecards and health metrics.
• Suggest and implement improvements for scalability of DTS operations

3) Project Coordination & Escalations

• Assist with corporate project tracking, escalation follow‑ups, and progress reporting
• Generate and implement process improvements for corporate operations and activities

4) Finance Support

• Conduct first‑line invoice reviews for accuracy and inconsistencies; assist with accounts receivable follow‑ups and invoice management aligned to AR/invoice cadence.

5) Events, Travel & Customer Meetings

• Support tradeshow planning, travel coordination, and scheduling; assist with marketing collateral, client/staff appreciation, and DTS All Hands event coordination.

6) Talent Operations

• Support recruitment and new‑hire onboarding (calendar setup, tool access, checklist execution across Trinet, Vantagepoint/Deltek, SharePoint, Smartsheet, Outlook/Teams).

7) Leadership Support

• Coordinate calendars, meetings, and logistics for the leadership team; proactively streamline agendas, notes, and follow‑ups using standardized templates for customer engagements

What Success Looks Like (6-12 Months):

• Operational Rhythm & Clarity: Establish or improve reliable trackers for resource planning, enterprise projects, invoices, and accounts receivable that feed corporate Key Performance Indicators (KPIs)
• Documentation Discipline: Support generation of After Action Reports (AARs) and meeting notes so leadership can track decisions, risks, and actions at a glance-with artifacts stored and searchable.
• Event Readiness: Plan and execute bi-annual DTS All Hands events and coordinate marketing collateral and communications for tradeshows and sales activities
• Invoice Support: Reduce invoice corrections and Accounts Receivable aging through first‑line checks and timely follow‑ups, improving cash‑flow predictability. 
• Onboarding Efficiency: Support hiring and onboarding of new DTS employees across all tools and systems

Who You Are:

• Embody our values of Integrity, Passion, Simplicity, Trust, Curiosity, and Stewardship to our team, our customers, and our business.
• A self-starter who thrives in an environment that rewards ambition.
• A positive person with a “Yes, if” attitude who is always on the hunt for solutions to problems.
• A reliable team player who is willing to lend a hand to teammates at a moment’s notice.
• Invested in "Work-Life Harmony" through success and fulfillment within both your career and personal life.
• Hungry for the fast pace of a professional-services, start-up environment with the stability and infrastructure of an established business.

Compensation:

• $65,000–$135,000, commensurate with 2–10 years of direct experience, plus up to 20% annual bonus based on individual cand company performance.
• Benefits: Major Benefits: Medical, Vision, Dental; 9/80 Schedule, 3 weeks accrued PTO, 10 Holidays, Accrued Sick Leave, Holiday Shut-down, $100 Quarterly Stipend for Wellness, $100 Monthly Stipend for WFH Setup, 401k with company match.