Program Operations

Title: Program OperationsLocation:Elma New York 14059 (Fully onsite for the first 90 days, then hybrid schedule)Duration: 6 months with possibility of extensionShift hours: 1st shift - 7:00am-3:00pm Monday - FridayOverview:The Program Administrator position is essential for facilitating timely and compliant program execution, as well as ensuring financial remuneration through effective order processing, customer engagement, and compliance management.Key Responsibilities:Enter and maintain contract and sales order information in ERP systems to ensure timely and compliant fulfillment of program obligationsGenerate invoices, process credit requests, and memosProcess packers and resolve shipping issues escalated by shippingCommunicate with customers and respond to small business requestsEnter and maintain official program records for audit purposes, including the creation of contract briefs to support incurred costs submissionsReview bailment agreements and ensure contract compliance using compliance matrixCoordinate with internal departments to ensure order fulfillment and issue resolutionManage RUR Return Under Review and repair warranty processesCreate and maintain dashboards and weekly reportsApply basic understanding of contracts and program operations to ensure proper documentation and complianceRequired Qualifications:Proficiency in ERP and order management systems (MBS, CCRF, SAP)Strong written and verbal communication skillsAttention to detail and accuracy in information/data entry and maintenanceSolid business acumen, basic contract interpretation, and compliance awarenessAbility to manage multiple priorities under tight deadlinesCustomer service and stakeholder engagement skillsFamiliarity with space and defense industry logistics and documentationAnalytical thinking and report generation capabilitiesProblem-solving skills in shipping and fulfillment processesCollaboration across departments and functionsExpectations:The Program Administrator ensures accuracy in contract order entry and invoicing while maintaining compliance with all documentation standards. Timely responses to inquiries, proactive communication of order status, and resolution of shipping issues within 48 hours are essential. The position requires maintaining up-to-date dashboards and reports, safeguarding confidential information, and supporting audits with thorough documentation. Professionalism in customer interactions, attention to detail, and commitment to continuous process improvement are necessary for success.