Wet Coast Logistics

Aviation Maintenance Administrative Assistant/ Parts Coordinator

Sugar Land, TX

$45,760-$58,240

About This Job

CLIENT HIGHLIGHT

The Client you will be working for is a Fortune 100 Oil and Gas Company. This opportunity will give you experience in the energy sector in the United States with a company that is a globally recognized leader in energy production and one of the biggest companies in the US.

LOCATION

Sugar Land, TX

COMPENSATION

$22-28/hr

Full benefits offered

SCHEDULE

On-site

Monday-Friday // 40 hrs/wk

CONTRACT TERM

1 year and 6 months

POSITION OVERVIEW – Aviation Maintenance Administrative Assistant II/ Parts Coordinator

The Aviation department is seeking a proactive and detail-oriented Administrative Assistant II / Parts Analyst to support our Aviation Maintenance team. This role goes beyond traditional administrative duties, playing a key role in the procurement, inventory management, and coordination of aircraft parts and aviation supplies. The selected candidate will ensure seamless support for aircraft readiness through efficient parts ordering, invoice processing, and vendor coordination. You will also provide vital backup coverage to the existing administrative associate and report directly to the Manager, Aviation Maintenance.

RESPONSIBILITIES

Parts Procurement & Inventory Management:

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Serve as the primary point of contact for ordering aircraft parts, consumables, and critical maintenance supplies.

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Accurately process purchase requests, track order statuses, and ensure timely delivery of parts to support maintenance schedules.

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Monitor and maintain appropriate stock levels of frequently used parts and consumables.

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Coordinate returns for parts needing repair or credit and liaise with OEMs and suppliers to ensure successful resolution.

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Oversee all shipping and receiving operations related to aircraft parts, verifying documentation and condition upon receipt.

Invoice Processing and Vendor Management:

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Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.

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Verify all invoices from vendors to ensure accuracy and compliance with company policies.

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Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.

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Enter invoice details into the accounting system accurately and in a timely manner.

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Ensure that all invoices are processed within payment terms and deadlines.

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Communicate with vendors regarding discrepancies, missing information, or payment status.

Maintenance Staff Support:

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Procure and monitor current stock levels of aircraft parts and supplies requested by maintenance technicians.

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Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.

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Manage all shipping and receiving of aircraft parts, ensuring accuracy in documentation and coordination with vendors for proper shipping procedures.

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Manage, organize, and track parts, aviation consumables, and office supplies for the business unit as needed

Administrative & Operational Support:

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Provide general administrative assistance to the finance department, including filing, data entry, and document management.

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Prepare reports on invoice status, payment schedules, and outstanding balances for internal review and management meetings.

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Assist with maintaining organized records for all processed invoices, payments, and vendor communications.

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Perform routine office tasks, such as managing incoming calls, emails, and scheduling meetings for the department.

Communication & Coordination:

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Collaborate with department managers to resolve issues related to invoices or payments.

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Work closely with vendors to ensure prompt resolution of any discrepancies and ensure accurate payment processing.

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Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.

Data Entry & Record Maintenance:

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Ensure accurate data entry and maintenance of financial records, reports, and invoices in the company’s accounting system.

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Regularly update and organize invoices and payment records to ensure compliance with audit and regulatory requirements.

REQUIRED QUALIFICATIONS/SKILLS:

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Minimum 5 years of experience in invoice processing, parts ordering, or administrative support with an associate’s degree

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Prior experience with accounting and payment software or ERP systems (e.g., SAP) is a plus.

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Prior experience with Microsoft Power Apps.

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Aviation experience a plus

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Strong attention to detail and accuracy in all tasks.

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Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, Share point, etc.)

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Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.

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Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.

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Ability to work independently and as part of a team.

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Basic understanding of accounting principles and invoice processing procedures.

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Excellent customer service skills both internal and external and closing out the loop on any assigned projects.

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Current and valid driver’s license

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Pass a background check, and drug screen for pre-employment

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Subject to random drug screening

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