Job Title: SOW Program Coordinator
Salary: 50,000-60,000 per month depending on the experience.
Location: Hybrid - Sector 75, Mohali
Schedule: 8:30PM to 5:30AM (IST) Night shift
Expectations:
Supports the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, personalization, commitment to our company, client and community, and accountability and ownership of the position.
Why this role exists:
The SOW Program Coordinator exists to maintain the operational foundation of the SOW program through disciplined system management, documentation accuracy, onboarding/offboarding controls, and audit oversight. This role safeguards data integrity, billing accuracy, and compliance hygiene across the SOW lifecycle, reducing risk exposure and administrative friction. By ensuring operational precision, the Coordinator enables the broader team to focus on strategic oversight and client partnership without sacrificing control.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Primary Roles and Responsibilities:
SOW Onboarding Administration
Support the administrative launch of new SOW engagements.
Tasks & Expectations:
- Enter approved SOWs into VMS/contract systems accurately and completely.
- Confirm vendor documentation (insurance, W-9/W-8, compliance forms) is received and current.
- Validate start dates, milestone schedules, and budget allocations in system.
- Ensure required approvals are documented prior to activation.
- Coordinate onboarding steps tied to system access or time/billing setup.
Success Looks Like:
Clean system activation, zero missing documentation, no delayed project starts due to administrative errors.
System Data Entry & Record Maintenance
Maintain accurate and audit-ready SOW records.
Tasks & Expectations:
- Update milestones, change orders, extensions, and closeout details in real time.
- Ensure proper version control and document storage.
- Monitor expiration dates and budget thresholds.
- Perform routine audits of active SOW records for accuracy.
- Correct discrepancies before reporting cycles.
Success Looks Like:
High data integrity, clean reporting dashboards, and no audit findings tied to system errors.
Time, Expense & Milestone Tracking Support
Assist with structured tracking of financial triggers.
Tasks & Expectations:
- Monitor milestone due dates and notify stakeholders of upcoming approvals.
- Validate time and expense entries (if applicable to hybrid SOW models).
- Cross-check submitted documentation against approved SOW terms.
- Flag inconsistencies or missing deliverable confirmations.
- Support Specialist in pre-invoice verification.
Success Looks Like:
Accurate milestone tracking, no delayed payments due to missing documentation, minimized billing disputes.
Compliance & Documentation Control
Safeguard documentation standards and compliance hygiene.
Tasks & Expectations:
- Ensure all required SOW attachments are properly filed and accessible.
- Track vendor insurance expirations and compliance documentation renewals.
- Confirm change orders are properly signed and stored.
- Support preparation for internal or client audits.
- Maintain standardized naming and filing conventions.
Success Looks Like:
Audit-ready documentation at all times, no compliance lapses, consistent document control practices.
Offboarding & SOW Closeout Management
Ensure structured and compliant project closure.
Tasks & Expectations:
- Confirm all milestones are completed and payments reconciled.
- Validate proper documentation for final invoicing.
- Close out SOWs in system and archive documentation.
- Confirm vendor access removal (if applicable).
- Ensure financial and operational records are complete before closure.
Success Looks Like:
Clean program closure with no lingering open records, billing issues, or documentation gaps.
Reporting Preparation & Data Support
Provide clean, reliable data inputs for governance reporting.
Tasks & Expectations:
- Compile raw data for spend tracking and milestone reporting.
- Validate report accuracy prior to distribution.
- Track open SOW counts, cycle times, and status updates.
- Assist Specialist and Manager in preparing dashboards.
- Identify anomalies in data trends.
Success Looks Like:
Accurate baseline reporting that supports confident executive communication.
Process Adherence & Workflow Monitoring
Ensure operational discipline in daily program activities.
Tasks & Expectations:
- Monitor adherence to intake and approval processes.
- Flag missing approvals or incomplete submissions.
- Support enforcement of standardized templates and workflows.
- Assist in updating SOP documentation when processes evolve.
- Escalate recurring process deviations.
Success Looks Like:
Minimal process exceptions, strong compliance to workflow standards.
Cross-Functional Administrative Support
Provide operational support to internal and external stakeholders.
Tasks & Expectations:
- Respond to administrative inquiries regarding SOW status.
- Coordinate documentation requests between stakeholders.
- Support vendor communication regarding system requirements.
- Assist with calendar tracking for governance milestones.
- Provide backup support during peak volume periods.
Success Looks Like:
Responsive support, low friction for stakeholders, and stable program operations during volume fluctuations.
Qualifications:
SOW Program Coordinator Qualifications
Minimum Qualifications
- Associate's or Bachelor's degree in Business, Finance, HR, Supply Chain, or related field (or equivalent professional experience).
- 13 years of experience in MSP operations, workforce program coordination, procurement support, contract administration, payroll operations, or similar structured environment.
- Experience working within systems such as VMS, ERP, HRIS, contract lifecycle management, or procurement platforms.
- Demonstrated experience managing high-volume data entry with strong attention to detail.
- Experience supporting onboarding/offboarding processes or compliance documentation workflows.
- Basic understanding of contract terms, milestones, and billing structures.
- Intermediate Excel skills (sorting/filtering, basic formulas, data validation, reconciliation).
- Strong written communication and organizational skills.
Preferred Qualifications
- Experience supporting SOW or services-based engagements within an MSP environment.
- Exposure to milestone-based billing or outcome-based payment structures.
- Experience performing system audits or data quality reviews.
- Familiarity with vendor compliance requirements (COI tracking, tax documentation, insurance renewals).
- Experience assisting with financial reconciliation or accrual reporting.
- Exposure to reporting tools such as PowerBI.
- Prior experience in a governance-driven, compliance-focused organization.
Physical Requirements:
- Ability to sit for 2 hours without standing, sit up to 8+ hours per day
- Ability to engage fine motor skills such as typing and writing for up to 2 hours without a break, use fine motor skills for up to 8+ hours per day
- Ability to see and read computer screen, employment documents and correspondence.
