Defense Trade Business Operations Specialist

Defense Trade Solutions•Washington, DC

3h•Hybrid

About The Position

Defense Trade Solutions (DTS) is hiring a Business Operations Specialist to join their team. This position will ensure the internal operations run smoothly by managing contracts, records, invoicing, calendars, and event logistics. The role also focuses on providing clear and timely reporting to leadership, acting as a liaison between delivery teams, leadership, finance, and growth departments. DTS's mission is to safeguard U.S. and allied military advantage through responsible and simplified defense trade and export control.

Requirements

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

Support contract drafting and administrative compliance tracking; organize and maintain records and version control in shared repositories (e.g., SharePoint/Smartsheet).
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.
Assist with corporate project tracking, escalation follow‑ups, and progress reporting.
Generate and implement process improvements for corporate operations and activities.
Conduct first‑line invoice reviews for accuracy and inconsistencies; assist with accounts receivable follow‑ups and invoice management aligned to AR/invoice cadence.
Support tradeshow planning, travel coordination, and scheduling; assist with marketing collateral, client/staff appreciation, and DTS All Hands event coordination.
Support recruitment and new‑hire onboarding (calendar setup, tool access, checklist execution across Trinet, Vantagepoint/Deltek, SharePoint, Smartsheet, Outlook/Teams).
Coordinate calendars, meetings, and logistics for the leadership team; proactively streamline agendas, notes, and follow‑ups using standardized templates for customer engagements.