SOW Operations Specialist Full Time NEW

Job Title: SOW Program Specialist/SOW Operations Specialist

Salary: 50,000-65,000 per month depending on the experience.

Location: Remote role

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 Specialist exists to operationalize the governance framework established by the SOW Program Manager, ensuring that daily SOW activities are executed accurately, consistently, and in alignment with program standards. This role serves as the connective layer between engagement managers, vendors, and internal stakeholders—preventing scope drift, documentation errors, workflow breakdowns, and compliance gaps. By driving disciplined execution, the Specialist preserves program integrity and creates a reliable, scalable operating model.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Responsibilities:

SOW Intake & Workflow Management

Manage the structured intake and initiation of new SOW engagements.

Tasks & Expectations:

• Review incoming SOW requests for completeness and required approvals.
• Validate scope documentation, deliverables, timelines, and commercial terms.
• Ensure proper routing through approval workflows (procurement, finance, legal).
• Track SOW status from intake to execution.
• Identify missing documentation or governance gaps before launch.

Success Looks Like:

No incomplete SOWs move forward; cycle times are predictable; approval workflows are consistently followed.

Daily Program Execution & Stakeholder Support

Serve as the primary operational contact for engagement managers and vendors.

Tasks & Expectations:

• Respond to daily inquiries related to SOW processes and requirements.
• Guide internal stakeholders on proper submission standards.
• Clarify scope changes, amendment procedures, and documentation expectations.
• Coordinate between vendors and internal teams to prevent process breakdowns.
• Escalate complex or high-risk issues to the SOW Program Manager.

Success Looks Like:

Fast response times, minimal confusion about process, reduced escalation volume.

Scope & Change Order Oversight

Protect program integrity by managing structured scope changes.

Tasks & Expectations:

• Review change order requests for alignment to original scope.
• Validate milestone adjustments and financial implications.
• Ensure updated documentation reflects approved modifications.
• Track scope revisions and version control.
• Flag patterns of scope creep or repeated amendments.

Success Looks Like:

Reduced scope drift, proper documentation for all changes, minimized financial leakage.

Financial & Billing Validation

Ensure commercial accuracy before payments are processed.

Tasks & Expectations:

• Validate milestone completion documentation before invoice approval.
• Confirm rates, payment schedules, and budget caps are correctly applied.
• Reconcile SOW data with financial systems.
• Assist in accrual reporting and budget tracking.
• Identify discrepancies in vendor billing submissions.

Success Looks Like:

Zero invoice disputes, accurate accruals, and minimal post-payment corrections.

Vendor Coordination & Compliance Support

Maintain operational alignment with services vendors.

Tasks & Expectations:

• Communicate onboarding requirements and documentation standards.
• Ensure vendors meet compliance and insurance requirements.
• Track deliverable documentation prior to milestone payment.
• Monitor vendor responsiveness and adherence to workflow standards.
• Support performance review preparation for the Manager.

Success Looks Like:

Vendors follow standardized process, compliance documentation is current, no delays caused by missing paperwork.

System Management & Data Integrity

Maintain clean, accurate, and audit-ready program data.

Tasks & Expectations:

• Enter and maintain SOW records within VMS/contract systems.
• Conduct routine audits of active SOWs for data accuracy.
• Ensure milestones, budgets, and expiration dates are correctly reflected.
• Maintain version control and documentation storage standards.
• Support reporting accuracy by validating underlying data.

Success Looks Like:

Clean dashboards, no audit findings, reliable reporting outputs.

Reporting & Program Analytics Support

Provide operational insight through data tracking and analysis.

Tasks & Expectations:

• Compile SOW cycle time, spend, and milestone tracking reports.
• Identify trends in change orders, vendor performance, and cost variances.
• Support preparation of governance reports and QBR materials.
• Highlight operational bottlenecks or recurring process issues.
• Assist with forecasting inputs.

Success Looks Like:

Timely, accurate reports that inform decision-making and identify risk early.

Continuous Improvement & Process Optimization

Help strengthen and scale the SOW governance model.

Tasks & Expectations:

• Identify inefficiencies in intake, documentation, or billing workflows.
• Recommend automation or standardization opportunities.
• Assist in updating SOPs and training documentation.
• Participate in cross-functional improvement initiatives.
• Share frontline insights with the SOW Program Manager.

Success Looks Like:

Shorter cycle times, fewer exceptions, improved stakeholder satisfaction.

Qualifications:

SOW Program Specialist – Qualifications

🔹 Minimum Qualifications

• Bachelor’s degree in Business, Finance, Human Resources, Supply Chain, or related field (or equivalent experience).
• 3+ years of experience in MSP operations, SOW management, services procurement, vendor management, or workforce program coordination.
• Experience managing structured workflows in a VMS, contract lifecycle management system, or procurement platform.
• Demonstrated experience reviewing contracts, scopes of work, or project documentation for completeness and accuracy.
• Experience supporting financial processes such as invoice validation, budget tracking, accrual reporting, or reconciliation.
• Strong working knowledge of SOW lifecycle processes (intake, approval, change orders, milestone billing, closeout).
• Intermediate to advanced Excel skills (pivot tables, lookups, data reconciliation, reporting).
• Strong written and verbal communication skills with the ability to manage cross-functional stakeholders.

🔹 Preferred Qualifications

• Experience working within an MSP environment supporting SOW or services procurement programs.
• Exposure to milestone-based or outcome-based commercial models.
• Familiarity with compliance considerations such as worker classification, co-employment risk, or vendor documentation requirements.
• Experience preparing governance reports or QBR materials.
• Experience supporting multi-department stakeholders (Procurement, Finance, HR, Legal).
• Experience with systems integrations between VMS, ERP, or financial systems.
• PowerBI or reporting dashboard exposure.
• Industry certifications such as CCWP, CWS, CPSM, or PMP (associate level).

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.