Operations & Administrative Coordinator

Operations & Administrative Coordinator

The Operations & Administrative Coordinator provides day-to-day operational and administrative support for an aerospace organization, ensuring efficient office functions, accurate payroll processing, and compliance with industry standards. This role coordinates procurement, vendor relationships, facilities, travel and scheduling, financial transactions (AP/AR/invoicing/expense reporting), onboarding and records management while supporting continuous process improvement and AS9100 requirements.

Key Responsibilities

• Process and support payroll activities accurately and on schedule, coordinating with HR and Finance to resolve discrepancies and ensure compliance.
• Support accounts payable and accounts receivable processes, including invoicing, vendor payments, purchase order creation and reconciliation.
• Manage procurement and vendor relationships: create and track purchase orders, follow up on delivery, resolve vendor issues and maintain vendor documentation.
• Coordinate travel arrangements, itineraries and Concur expense reporting; handle scheduling and calendar management for multiple executives and teams.
• Oversee shipping & receiving, inventory tracking, and facilities coordination to ensure office and site readiness.
• Manage onboarding support for new hires: equipment provisioning, system access requests, orientation scheduling and documentation.
• Maintain document and records management systems (SharePoint and other repositories), ensure accurate data entry and retention in compliance with company policies and aerospace regulations.
• Support CRM data hygiene (Salesforce) and coordinate project-related activities using project-management tools (Asana, Trello, Jira).
• Prepare and deliver regular operational and financial reports and dashboards using Excel (PivotTables, VLOOKUP, Macros) and Google Sheets; assist with ad hoc reporting requests.
• Assist with SAP, Workday, QuickBooks or other ERP/financial systems as needed for transactions, reporting and reconciliation.
• Capture meeting minutes, support event planning and internal meetings, and coordinate cross-functional communications.
• Drive process improvement initiatives to increase efficiency, reduce errors and support compliance with AS9100 and internal quality requirements.
• Support audits and compliance activities by gathering documentation, completing checklists and implementing corrective actions as directed.

Qualifications

• 2+ years of operations, administrative, or coordinator experience in an aerospace or related regulated environment (experience with aerospace processes and standards required).
• Direct experience with payroll processing and working knowledge of payroll systems and payroll-related compliance requirements.
• Advanced Microsoft Excel skills (PivotTables, VLOOKUP, Macros) and strong proficiency with Word, PowerPoint and Outlook.
• Experience with Google Workspace (Gmail, Calendar, Docs, Sheets) and cloud collaboration tools.
• Familiarity with Concur, QuickBooks, SAP and Workday is strongly preferred.
• Experience with accounts payable/accounts receivable, invoicing, expense reporting and purchase order/procurement processes.
• Proven experience with vendor management, inventory control, shipping & receiving and facilities coordination.
• Working knowledge of SharePoint, document/records management and CRM systems (Salesforce).
• Experience using project coordination and project management tools such as Asana, Trello or Jira.
• Strong organizational skills, attention to detail, ability to manage multiple priorities and excellent verbal and written communication skills.
• Comfort handling confidential information and collaborating across cross-functional teams.
• Familiarity with AS9100 quality requirements and supporting audit and compliance activities preferred.
• Associates degree in Business, Finance, Operations, or related field required; Bachelors degree preferred, or equivalent work experience.

Benefits

• Competitive Pay $27-$35/HOUR
• Health/dental/vision insurance,
• 401(k),
• Paid time off
• Paid holidays