Administrative Assistant

Administrative Assistant

We are seeking a dedicated Administrative Assistant to handle coordination and organizational tasks. This role involves filling out templates, coordinating paperwork, and providing administrative support for customer requirements and contract language. The position requires ensuring a tracking mechanism is in place to prevent premature supplier switching before all necessary customer approvals are received.

Responsibilities

• Provide interpretations of contracts and specifications to ensure liabilities and performance issues are identified and addressed.
• Oversee internal actions to ensure contractual compliance.
• Support sales objectives to increase market share, develop new accounts, expand existing accounts, and explore ancillary product or market opportunities.
• Complete required customer representations and certifications (Reps & Certs) through email and designated customer portals in compliance with contractual obligations.
• Coordinate and manage the contract review process for the Valencia site, including initiating and tracking open contract reviews, completing contract review documentation, maintaining the master contract review tracker, scheduling and facilitating contract review meetings, and capturing meeting notes.
• Maintain and update all contract review records, ensuring alignment between meeting notes, review forms, and tracking tools.
• Prepare and administer Non-Disclosure Agreements (NDAs) using standard templates, file executed NDAs, track execution status, and maintain an up-to-date master list.
• Manage NDA lifecycle across locations by developing and maintaining a centralized list of active NDAs with effective and expiration dates, monitoring expiration timelines, and archiving expired agreements.
• Support onboarding and training activities by organizing monthly training sessions for new hires, creating and distributing calendar invitations, tracking attendance, and distributing training materials.
• Draft and manage customer-facing Work Transfer Letters and production floor change notifications, ensuring compliance and timely follow-up.

Essential Skills

• 1-3 years of administrative experience
• Proficiency in administrative support, data entry, and coordination
• Strong Excel skills, including proficiency in filtering, pivot tables, and VLOOKUP functions

Additional Skills & Qualifications

• Organized and able to switch tasks as needed
• Background in defense is beneficial but not required
• Contracts experience is not needed; administrative background is acceptable

Work Environment

This position is 100% on-site, Monday through Friday from 8 AM to 5 PM, with flexibility to start slightly later if needed. The role involves collaboration with purchasing and internal manufacturing engineers due to ongoing reorganizations on the shop floor. Communication with customers about process or equipment changes will be required, acting as a fact-finder rather than a technical expert. The manager is in the office once a week and always available on Teams, with other team members present three days a week. A month of cross-training will be provided.

Job Type & Location

This is a Contract position based out of Orchard Park, NY.

Pay and Benefits

The pay range for this position is $23.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Jul 7, 2026.