Overview
US|Administrative Assistant II Jobs in Sugar Land, Texas, USA at Airswift
Function:
Administration
Employment type:
Contract
Date published:
May 15, 2025
Position Summary:
Our major client seeks an organized, detail-oriented Aviation Maintenance Administrative Assistant / Aviation Parts Analyst. The role focuses on invoice processing for the maintenance department and supporting administrative tasks across the business unit. The candidate must have experience or knowledge in aviation maintenance and proficiency in Microsoft Office Suite applications (Outlook, Excel, Word, PowerPoint, SharePoint, etc.).
The successful candidate will handle invoice receipt, processing, record accuracy, and provide general administrative support to ensure smooth operations. They will work closely with the current administrative associate, with training provided, to eventually manage responsibilities independently. This position reports directly to the Manager of Aviation Maintenance.
Key Responsibilities:
Invoice Processing:
Receive, review, and process invoices to appropriate cost centers, obtaining signatures and submitting for payment.
Verify invoice accuracy and compliance with company policies.
Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation.
Enter invoice details into the accounting system accurately and promptly.
Ensure timely processing within payment terms.
Communicate with vendors regarding discrepancies or issues.
Maintenance Staff Support:
Procure and monitor aircraft parts and supplies requested by maintenance technicians.
Oversee returned parts, maintain relationships with OEMs, suppliers, and vendors.
Manage shipping, receiving, and documentation of aircraft parts.
Organize and track parts, consumables, and office supplies.
Administrative Support:
Assist with filing, data entry, and document management for the finance department.
Prepare reports on invoice status and payment schedules.
Maintain organized records of invoices, payments, and vendor communications.
Perform routine office tasks like managing calls, emails, and scheduling.
Communication
& Coordination:
Collaborate with managers to resolve invoice or payment issues.
Work with vendors to resolve discrepancies and ensure correct payments.
Coordinate with the accounts payable team for efficient processing.
Data Entry & Record Maintenance:
Ensure accurate data entry and maintenance of financial records.
Update and organize invoices and payment records for audits and compliance.
Qualifications:
Associate’s degree in business administration or related field, or High School Diploma with at least 3 years’ relevant experience.
Valid driver’s license.
Ability to pass background check and drug screening.
Experience:
Minimum 5 years in invoice processing, parts ordering, accounts payable, or administrative support, preferably with a bachelor’s degree in business administration.
Experience with Microsoft Power Apps.
Inventory Management experience.
Skills:
Strong attention to detail and accuracy.
Proficiency in Microsoft Office Suite.
Excellent organizational and time management skills.
Effective communication skills.
Ability to work independently and in a team.
Basic understanding of accounting principles.
Customer service skills for internal and external interactions.
Application Process:
Interested candidates can apply by submitting their first name, last name, email, phone number, and CV (file formats: .rtf, .doc, .docx, .pdf). Please opt-in for Airswift’s STEM Careers newsletter if interested. For more opportunities, search our listings.
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Title: US|Administrative Assistant II
Company: Airswift
Location: Sugar Land, Texas, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Data Entry, Business Administration)
