ASSISTANT TO THE PROJECT MANAGER

JOB DESCRIPTION SUMMARY:

The Assistant to the Project Manager provides administrative and project coordination support to the MRO Director and supports Purchasing activities. This position is responsible for coordinating repair projects, vendor communications, purchase order administration, inventory transactions, customer status reporting, warranty processing, and project documentation. The role ensures repair projects move efficiently through the repair cycle while maintaining accurate records, timely communication, and excellent customer service.

1. REPORTING RELATIONSHIP:

1.1. Direct Report to MRO Director

1.2. Dotted Line Reporting to Purchasing Manager

1.3. This position is not authorized to approve pricing, negotiate contracts, or commit company funds beyond approved purchasing procedures.

2. AUTHORITY:

2.1. The Assistant to the Project Manager is authorized to:

2.4.1 Coordinate vendor repair projects.

2.4.2 Communicate with vendors regarding evaluations and repair status.

2.4.3 Prepare and issue Purchase Orders.

2.4.4 Request quotations from suppliers.

2.4.5 Request RMAs from vendors.

2.4.6 Maintain project documentation and databases.

2.4.7 Coordinate shipment of customer material to outside vendors.

2.4.8 Provide customer project status updates.

2.4.9 Process inventory transactions required for assigned projects.

3. JOB REQUIREMENTS

3.1. Associate's degree preferred or equivalent work experience.

3.2. Minimum 2 years of experience in project coordination, purchasing, aerospace manufacturing, or customer service.

3.3. Strong organizational and multitasking skills.

3.4. Excellent written and verbal communication.

3.5. Strong attention to detail.

3.6. High organizational skill

3.7. Due to the demand of this job, this person must have the ability to multitask.

3.8. Proficient in Microsoft Office (Excel, Outlook, Word).

3.9. ERP/MRP software experience preferred.

3.10. Ability to manage multiple priorities with minimal supervision.

3.11. Ability to maintain confidentiality of customer and company information.

3.12. U.S. Citizen

3.13. Random drug & alcohol testing.

4. WORKING CONDITION

4.1. Office environment.

4.2. Frequent interaction with vendors, customers, purchasing, quality, production, and shipping departments.

4.3. Occasional warehouse visits to verify inventory or shipments.

4.4. Standard business hours with occasional overtime based on customer demand.

5. ESSENTIAL FUNCTION

5.1. This position has dual role.

5.1.1 Serve as the administrative coordinator for all assigned MRO repair projects by ensuring accurate documentation, effective communication, timely purchasing activities, and continuous project tracking from receipt through customer delivery.

5.1.2 Serve as the administrative coordinator for purchasing projects and assist the Purchasing Manager with other follow-up communication with the vendors to fulfill timely material purchasing and recording.

6. PRINCIPAL DUTIES

6.1. Project Coordination

6.1.1 Coordinate vendor repair projects from receipt through completion.

6.1.2 Create repair project files.

6.1.3 Track repair milestones and delivery dates.

6.1.4 Maintain project schedules.

6.1.5 Coordinate outside repair activities.

6.1.6 Monitor turnaround times.

6.1.7 Escalate delayed projects to the MRO Director.

6.2. Vendor Repair Project Management

6.2.1 Request vendor quotations.

6.2.2 Coordinate shipment of parts to vendors for inspection and repair assessment.

6.2.3 Review vendor evaluations.

6.2.4 Process vendor repair recommendations.

6.2.5 Update purchase orders with repair kits, labor, freight, or additional materials.

6.2.6 Maintain vendor communication records.

6.3. Purchasing Support

6.3.1 Create & update Purchase Orders as required to add repair kits, materials, or additional services needed to complete repairs.

6.3.2 Process material purchases.

6.3.3 Follow up on outstanding vendor quotes.

6.3.4 Monitor supplier lead times.

6.3.5 Monitor delivery schedule.

6.3.6 Support Purchasing with administrative documentation.

6.3.7 Assist in maintaining supplier records.

6.3.8 Source and procure raw materials, hardware, tooling, and outside processing services.

6.3.9 Issue and manage purchase orders in accordance with company procedures.

6.4. Inventory Administration

6.4.1 Create inventory lots.

6.4.2 Receive inventory transactions.

6.4.3 Maintain min-max list and inventory records.

6.4.4 Update inventory spreadsheets.

6.4.5 Coordinate material movement between departments.

6.5. Warranty / Returns

6.5.1 Review previous repair history.

6.5.2 Pull historical job records.

6.5.3 Process warranty documentation.

6.5.4 Process grief/return requests.

6.5.5 Coordinate vendor warranty claims.

6.6. Inventory

6.6.1 Create Inventory lots,

6.6.2 Purchase materials

6.6.3 Input data into the inventory sheet

6.6.4 Request quotes from vendors /suppliers

6.7. Vendor Repair Project Management

6.7.1 Manage vendor-specific repair projects from initiation through completion.

6.7.2 Create and issue purchase orders to send parts to vendors for evaluation.

6.7.3 Coordinate shipment of parts to vendors for inspection and repair assessments.

6.7.4 Update purchase orders as required to add repair kits, materials, or additional services needed to complete the projects.

6.7.5 Expedite orders to support customer delivery requirements.

6.7.6 Coordinate to resolve supplier shortages, delivery delays and quality issues.

6.8. Additional Support

6.8.1 Prepare non-contracted parts for evaluation

6.8.2 Print drawings.

6.8.3 Perform data entry to support the MRO Director

6.8.4 Cross-train kitting

6.8.5 Input evaluation into customer database.

7. PHYSICAL REQUIREMENTS

7.1. Ability to sit for extended periods.

7.2. Frequent computer usage.

7.3. Occasional lifting up to 25 pounds.

7.4. Ability to walk through production and warehouse areas.

7.5. Ability to visually inspect documentation and drawings.

8. SALARY, BENEFITS, AND COMPENSATION:

8.1. Compensation and benefits are commensurate with experience, qualifications, and company policy.

Pay: From $25.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person