Program Administrator

Job Title: Program Operations

Location: (Elma, NY)

Duration: Contract - 6 months

Pay Range: $30/hr (W2)

Job Description

We are seeking a Program Administrator to join our dynamic team. The ideal candidate will have strong experience in ERP-driven order processing, invoicing, and logistics coordination and a proven ability to ensure compliant, timely program execution and accurate financial transactions.

Work Arrangement

This role will be fully onsite for the first 90 days and will transition to a hybrid schedule thereafter.

Responsibilities:

• Enter and maintain contract and sales order data in ERP systems to fulfill program obligations on time and in compliance.
• Generate invoices and process credit requests and memos to support accurate financial remuneration.
• Process packers and resolve escalated shipping issues in partnership with shipping teams.
• Communicate with customers and respond to small business requests in a timely manner.
• Create and maintain official program records and contract briefs to support audits and incurred cost submissions.
• Review bailment agreements and apply a compliance matrix to ensure contract compliance.
• Coordinate with internal departments to drive order fulfillment and resolve issues.
• Manage Return Under Review and repair warranty processes to closure.
• Create and maintain dashboards and weekly reports to track status and performance.
• Apply basic contract and program operations knowledge to ensure proper documentation and compliance.

Required Skills & Qualifications:

• Proficiency with ERP and order management systems, such as MBS, CCRF, and SAP.
• Strong written and verbal communication skills with customer service focus.
• High attention to detail and accuracy in data entry and record maintenance.
• Solid business acumen with basic contract interpretation and compliance awareness.
• Ability to manage multiple priorities under tight deadlines and resolve issues within defined service levels.
• Analytical skills to generate reports and maintain dashboards.

Preferred Skills:

• Familiarity with space and defense industry logistics and documentation.
• Experience resolving shipping and fulfillment issues and coordinating cross-functionally.

Role Expectations

• Ensure accurate contract order entry and invoicing aligned to documentation standards.
• Respond to inquiries promptly, communicate order status proactively, and resolve shipping issues within 48 hours.
• Maintain current dashboards and weekly reports and safeguard confidential information.
• Support audits with thorough documentation and drive continuous process improvement.