Government Invoicing Specialist-Travel and Task Order

Work from Home within the Continental United States

U.S. Citizenship may be required (based on contract requirements)

About @Orchard LLC

@Orchard LLC is a WOSB mission-driven professional services firm supporting federal clients across scientific, environmental, and technical domains. Our Program Management Office (PMO) operates at the intersection of compliance, agility, and execution—ensuring high-performance delivery across complex, task-order-driven environments.

Position Overview

We are seeking a Federal Travel, Expense & Task Order Invoicing Specialist to serve as a key operational liaison within the PMO, supporting travel, cost, and task order–level invoicing activities across multiple federal contracts.

This role ensures that all cost-related activities, from travel to invoicing, are compliant, properly documented, and aligned with task order funding, budgets, and contract requirements.

The Specialist will work closely with Program Managers, subcontractors, and the accounting/finance team to ensure accurate billing, audit readiness, and seamless coordination across distributed project teams.

This is a high-impact PMO role focused on cross-functional coordination, cost compliance, billing accuracy, financial execution, and travel logistics.

Key Responsibilities

• Serve as a central coordination point between Program Managers, subcontractors, and the accounting/finance team to ensure alignment across travel, expense, and invoicing activities.
• Coordinate travel (air, lodging, per diem) in compliance with FAR Part 31 and applicable Federal Travel Regulations (e.g., GSA/DoD per diem and locality-specific lodging rates).
• Ensure all travel costs are allowable, allocable, reasonable, and properly documented.
• Review and validate expense reports and supporting cost documentation for accuracy, proper allocation, and alignment with task order invoicing and billing requirements.
• Maintain audit-ready documentation to support DCAA and client audits.
• Manage task order invoicing, including preparation, review, and coordination of client invoices in alignment with contract requirements, funding, and period of performance.
• Ensure all costs and invoices are accurately attributed to the correct task orders, with full traceability to support documentation, budgets, and contract requirements.
• Review and process incoming vendor and subcontractor invoices to ensure accuracy, proper documentation, and compliance with contractual terms and FAR cost principles.
• Act as a primary point of contact for subcontractor invoicing coordination, including validation of costs, documentation, and alignment with subcontract terms and approved budgets.
• Coordinate with subcontractors to resolve invoicing discrepancies, missing documentation, and funding alignment issues.
• Ensure subcontractor invoices are properly mapped to the appropriate task orders, CLINs (if applicable), and funding allocations.
• Partner directly with Program Managers to ensure travel, expenses, and invoicing align with task order funding, burn rate, and execution status.
• Work closely with the accounting/finance team to ensure accurate cost allocation, reconciliation, and billing alignment across financial systems.
• Reconcile travel, expense, and invoicing data across task orders and financial systems.
• Track cost and travel spending across task orders to identify risks, overages, and trends.
• Coordinate subcontractor travel and ensure compliance with flow-down requirements.
• Support the development and standardization of internal travel, expenses, and billing policies and controls.
• Facilitate communication across programs, subcontractors, and finance stakeholders to ensure timely and accurate cost reporting and invoicing.

Required Qualifications

• 2-5+ years of experience in federal travel, expense management, and task order–based invoicing within government contracting environments
• Working knowledge of:
• FAR Part 31 (cost principles)
• Federal Travel Regulations (GSA per diem, etc.).
• Experience supporting government contracts, IDIQs, or task-order environments.
• Advanced MS Excel skills are required.
• Strong attention to detail and documentation discipline.
• Ability to manage multiple priorities across distributed teams.

Desired Qualifications

• Experience supporting NOAA, DoD, or other federal agencies.
• Familiarity with DCAA audit expectations and billing compliance.
• Experience with systems such as Deltek, QuickBooks, Zoho (Time & Expense), E2, or similar accounting/billing platforms.
• Experience managing or reviewing subcontractor invoices.
• Exposure to project controls, billing cycles, or financial reporting in a federal environment.

Why @Orchard

At @Orchard, you’ll support mission-critical programs while building expertise at the intersection of federal compliance, operations, and finance. This role offers strong visibility across program management, subcontractor coordination, and accounting, with a clear path toward expanded ownership within our PMO.

Compensation: Competitive salary and benefits package commensurate with experience.

@Orchard is an equal opportunity employer. We encourage all qualified candidates to apply, regardless of race, gender, age, disability, or other protected characteristics.