Program Support Administrator

Program Support Administrator

Janicki Industries is an innovative, family-owned aerospace company located at the foot of the Cascades. We focus on engineering and manufacturing complex projects for companies in the aerospace, defense, and space industries. We are looking for a Program Support Administrator to join our growing team. This position is located on-site in Hamilton, Washington State.

The Program Support Administrator may be responsible for managing sales and contract activities generated by the Space, Military, or Marine department. This includes, but is not limited to, participating in bidding projects, reviewing sales and contracts, and cost estimating. This position involves specialized and technical work requiring thorough knowledge of state and federal laws, best practices, and company policies and procedures. Strong communication skills and an excellent understanding of Janicki Industries' Manufacturing Processes, Standard Products, Accounting Processes, and Sales Processes are essential. This role requires the ability to work in a fast-paced, dynamic environment while effectively managing shifting priorities. It is also critical to maintain internal and external customer confidentiality.

The following essential job functions are performed as a Program Support Administrator:

• Reviews and executes contracts, agreements, terms & conditions, and customer requirements
• Facilitates the contract process by reviewing agreements for deviations from Janicki Industries' proposals and ensuring mutual agreement between JI and the customer
• Coordinates with customer representatives for Invoice Forecasting and with JI Accounting/BIS to capture required information and prepare Progress Payment forms (SF1443) for invoicing
• Works closely with Program Managers to ensure contracts are executed within specified terms
• Assesses potential risks associated with contract terms and implements steps to mitigate them
• Ensures all contractual deadlines and conditions, including payments and shipments, are met
• Maintains an organized system of physical and digital records
• Establishes standardized language for existing and new contracts
• Reviews incoming quote requests (RFQs) to identify submission requirements and set up new projects using incoming data
• Communicates with customers and completes necessary reports, forms, and surveys. Leverages experience and judgment to effectively plan and accomplish goals
• Prepares systems and supporting documents for the execution of shipping and invoicing. Monitors SQL reports and the Sales database to ensure accuracy and assists with troubleshooting report data in SAP
• Tracks awarded projects to ensure alignment with scope and requirements
• Supports the team in record management and documentation of project administration details
• Develops and updates management reports and presentations as needed
• Understands Janicki Industries' business systems, procedures, and processes, ensuring seamless integration
• Self-motivated and detail-oriented, with strong organizational, written, and verbal communication skills
• Proficient in Microsoft Word, PowerPoint, Excel, SAP, and ECTR
• Thrives under pressure while meeting multiple deadlines efficiently
• Must have excellent communication skills, both verbal and written in the English language
• Being at work on time and maintaining good attendance is a condition of employment and is an essential function of the job

Qualifications:

Due to our ITAR and EAR regulations, applicants must be a US Citizen or of Legal Permanent Resident Status as defined by 8 U.S.C. 1324b (a) (3). This position requires the ability to obtain a U.S. Secret Security Clearance (U.S. Citizenship Required). Janicki will assist with gaining this access once employed. Special Access Program or other Government Access Requirements are mandatory for this position and requires candidate agreed to enter a Continuous Evaluation program.

Education/Experience: A bachelor's degree is required, preferably in business administration, program management, engineering, or a related field. Extensive industry experience may be substituted for education based on qualifications 710 years of relevant experience in sales, contracts, or program management, with aerospace industry experience strongly preferred. Advanced proficiency in software programs, including Microsoft Office, SAP, SQL reporting, and other relevant business tools. Exceptional verbal and written communication skills in English, with experience presenting to executives, managing customer relations, and negotiating contracts.

Salary range for this role is between $83,000 - $110,000, plus discretionary bonus, 401(k) matching, vacation, and health benefits. Employees can also receive additional pay for off-shifts.

Benefits: Medical, dental, and vision insurance with employer contribution Disability insurance as well as Life/AD&D insurance HSA (Health Savings Account) with employer contribution and FSA (Flexible Savings Account) 401k with employer matching Paid time off and paid holidays (including two floating holidays) Education reimbursement program Several shift options Premium pay for off-shifts