6553 Administrative Assistant II

Position Summary:
High level Overview: The company’s Aviation Department is looking for someone with experience or knowledge in aviation, particularly in maintenance.
The hiring manager is looking for candidates who can clearly demonstrate advanced proficiency in Microsoft Office Suite applications, including Outlook, Excel, Word, PowerPoint, and SharePoint, through specific examples. To improve future submissions, I recommend highlighting concrete experiences that showcase their expertise with these tools.
Aviation maintenance for this role, refers to recordkeeping and documentation in maintaining logs for every aircraft, including parts ordered and labor performed.

We are seeking highly organized, detail-oriented, self-motivated candidate for the role of Aviation Maintenance Administrative Assistant/ Aviation Parts Analyst Administrative Assistant to join our team.
This role includes a primary focus on invoice processing for the entire department, while primarily supporting the maintenance team.
It will also encompass other administrative duties in support of the business unit.
The ideal candidate will be responsible for receiving and processing invoices for payment, maintaining accuracy of records and emails, and providing general administrative support to ensure smooth operations for the maintenance team.
The successful candidate must have strong organizational skills, attention to detail, and the ability to multitask effectively.
The selected candidate will work closely with the current administrative associate to be familiarized and trained over the next few months with the intent to handle this position in the absence of the current associate.
This position will report directly to the Manager Aviation Maintenance.

Key Responsibilities:
Invoice Processing:
Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.
Verify all invoices from vendors to ensure accuracy and compliance with company policies.
Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.
Enter invoice details into the accounting system accurately and in a timely manner.
Ensure that all invoices are processed within payment terms and deadlines.
Communicate with vendors regarding discrepancies, missing information, or payment status.

Maintenance Staff Support:
Procure and monitor current stock levels of aircraft parts and supplies requested by maintenance technicians. Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.
Manage all shipping and receiving of aircraft parts, ensuring accuracy in documentation and coordination with vendors for proper shipping procedures.
Manage, organize, and track parts, aviation consumables, and office supplies for the business unit as needed

Administrative Support:
Provide general administrative assistance to the finance department, including filing, data entry, and document management.
Prepare reports on invoice status, payment schedules, and outstanding balances for internal review and management meetings.
Assist with maintaining organized records for all processed invoices, payments, and vendor communications.
Perform routine office tasks, such as managing incoming calls, emails, and scheduling meetings for the department.

Communication & Coordination:
Collaborate with department managers to resolve issues related to invoices or payments.
Work closely with vendors to ensure prompt resolution of any discrepancies and ensure accurate payment processing.
Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.

Data Entry & Record Maintenance:
Ensure accurate data entry and maintenance of financial records, reports, and invoices in the company’s accounting system.
Regularly update and organize invoices and payment records to ensure compliance with audit and regulatory requirements.

Qualifications:
Associate’s degree in business administration, or related field or High School Diploma with minimum 3 years’ work experience in related field.

Experience:
Minimum 5 years of experience in invoice processing, parts ordering, accounts payable, or administrative support with a bachelor’s degree in business administration.
Prior experience with Microsoft Power Apps.
Inventory Management Specialist.

Skills:
Strong attention to detail and accuracy in all tasks.
Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, SharePoint, etc.)
Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.
Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.
Ability to work independently and as part of a team.
Basic understanding of accounting principles and invoice processing procedures.
Excellent customer service skills both internal and external and closing out the loop on any assigned projects.

The hiring range for this position is $23.00 to $26.00 per hour. The base pay actually offered will take into account internal equity, and may also vary depending on candidate’s geographic region, job-related knowledge, skills, and experience amongst other factors.

Harvest Technical Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or any other federal, state, or local protected class.