Strategic Staffing Solutions
Administrative Assistant – Aviation Maintenance & Invoice Processing
Location: Sugar Land, TX
Pay: $25/hr – W2
Duration: 20 Months Contract
Job Summary:
We are seeking a highly organized and self-motivated Administrative Assistant to support our Aviation Maintenance team. This role will primarily focus on invoice processing and administrative support for the department, while also managing procurement, parts tracking, and vendor coordination. The ideal candidate will demonstrate exceptional attention to detail, strong communication, and the ability to multitask in a fast-paced, safety-sensitive environment. This position will report directly to the Manager of Aviation Maintenance and work closely with the current administrative associate for onboarding and training.
Key Responsibilities:
Invoice Processing:
- Receive, review, and route invoices to appropriate cost centers and approvers for signatures.
- Match invoices with purchase orders, contracts, and delivery receipts, ensuring accurate documentation.
- Accurately enter invoice details into the accounting/payment system.
- Communicate with vendors on payment status and resolve discrepancies.
- Ensure timely processing of invoices in accordance with payment terms.
Maintenance Team Support:
- Procure and monitor inventory levels of aircraft parts and consumables.
- Manage returned parts, coordinate repairs/credits, and maintain vendor relationships.
- Handle all shipping and receiving of aircraft parts, maintaining documentation and vendor coordination.
- Track and organize supplies and stock for aviation and office needs.
Administrative Support:
- Assist with filing, document management, and general administrative tasks.
- Prepare reports on invoice status, outstanding balances, and payment schedules.
- Maintain accurate and organized records of invoices and vendor communication.
- Answer incoming calls, manage emails, and coordinate scheduling for the department.
Communication & Coordination:
- Collaborate with internal departments to resolve invoice/payment issues.
- Liaise with vendors and the accounts payable team to ensure efficient financial processing.
Data Entry & Record Maintenance:
- Perform accurate data entry in the accounting system and update invoice/payment records regularly.
- Ensure compliance with audit and regulatory requirements by maintaining organized documentation.
Qualifications:
- Associate’s Degree in Accounting, Finance, Business Administration (or High School Diploma with 3+ years of relevant experience).
- Valid driver’s license.
- Ability to pass a background check and drug screen (random drug testing applies).
Experience & Skills:
- 1+ years of experience in invoice processing, accounts payable, parts ordering, or administrative support.
- Prior experience with ERP or accounting/payment systems (e.g., SAP) is a plus.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, SharePoint).
- Excellent organizational, time management, and multitasking skills.
- Strong written and verbal communication skills.
- Familiarity with accounting principles and invoice workflow.
- Ability to work independently and collaboratively within a team.
- Customer service focus and ability to “close the loop” on projects.
Work Environment & Schedule:
- Office setting with occasional exposure to flight operations.
- Full-time (40 hours/week) | Monday – Friday, 7:00 AM – 3:00 PM
Job ID: JOB-240980
Publish Date: 07 Apr 2025