Administrative Assistant Specialist

• Shift: Monday – Friday, 9:00 a.m. – 5:30 p.m.

• Month-End:

  • If last day of the month falls during the week → extended shift until 9:00 p.m.

  • If last day of the month falls on a weekend → 5–6 hours on Saturday.

Position Summary

This role is responsible for invoicing and order management, including significant order entry, schedule adjustments, portal management, and purchase order/contract validation and analysis. The position requires strong organizational and analytical skills, with an emphasis on accuracy, compliance, and effective collaboration across departments.

Scope, Supervision & Interaction

• Individual contributor role reporting to a Contracts Manager or Lead.

• Regular interaction with functional team members and internal stakeholders.

• Occasional contact with customers as required.

Key Responsibilities

Invoicing & Data Management

• Prepare and issue accurate invoices to customers in line with agreements and sales orders.

• Ensure invoices include all required information and comply with company policies.

• Accurately enter and maintain purchase order and invoicing records.

• Review invoices and supporting documentation for accuracy and completeness.

Order & Contract Administration

• Administer contracts by reviewing purchase orders against agreements (POs, BCAs, LTAs).

• Validate delivery schedules, pricing, terms and conditions, and other provisions.

• Maintain contract files, checklists, and supporting documentation.

• Ensure contract provisions are compliant and clearly defined per company policy.

Excel & Reporting

• Utilize advanced Excel skills, including macros, to support data organization, reporting, and visualization.

• Create and maintain complex spreadsheets to ensure data accuracy and integrity.

• Collaborate with contracts and finance teams to enhance reporting and decision-making processes.

Compliance & Documentation

• Document processes and best practices to support continuous improvement.

• Ensure compliance with federal, state, and aerospace industry regulations.

• Advise management on necessary actions for regulatory adherence.

Job Requirements

• Education/Experience: Entry-level professional role; may have limited industry experience or prior internship/co-op exposure.

• Knowledge of basic contract administration principles and general business operations.

• Strong ability to follow policies, procedures, and prioritize assignments with minimal supervision.

• Effective communication and presentation skills to interact with team members, leaders, and stakeholders.

• Ability to negotiate favorable terms on products, materials, and services.

• Proficiency in standard business applications; ability to learn specialized databases (contracts, customer contacts).