Program Administrator - AMS GROUP : Job Details

The AMS Group offers an opportunity to provide innovative solutions for government and commercial customers around the globe, helping to solve their future problems today. If you have an entrepreneurial spirit and thrive in an innovative environment, we want to talk to you about your next role at AMS Group, Inc.! We are seeking employees inspired by technology, and motivated by the rewards of hard work, commitment, teamwork, quality, integrity, and respect. We invite you to explore opportunities with the AMS Group.The Northern Defense Industries (NDI) Program Administrator's primary responsibility is to support the Program Management Office in executing all phases of program management. The Program Administrator will also perform many other tasks as required for the NDI business unit. This position reports to the NDI VP of Programs, and collaborates daily with other NDI teammates, including field service technicians/engineers, the program management team, and all other NDI teammates. ESSENTIAL RESPONSIBILITIESNDI super user for the Microsoft Business Central ERPPursuit of new NDI business

• Research multiple government sites for solicitations and opportunities
• Generate spares, repairs, service quotes from solicitations / Requests for Quote (RFQ)
• Respond to requests for market research and parts data

Program Management support, post-award

• Review NDI proposals
• Create sales orders and invoices in the NDI's accounting system of record
• Create purchase orders and receipt of goods in NDI's accounting system
• Manage teammates' (field team) tools/equipment shipment/delivery
• Assist with tracking teammates' expenses and timekeeping management
• Keep track of the status of orders, with an emphasis on service jobs
• Work with German suppliers / third-party logistics providers for on-time order deliveries
• Ensure equipment receipt through NDI's Enterprise Resource Planning (ERP) tool
• Maintain customer folder with quotes, Purchase Order (PO), acknowledgement, shipping documents, invoices
• Submit and track duty-free entry (DFE) requests for international shipments
• Communicate with customers and suppliers on PO's, invoices, timely deliveries; provide repair evaluations for maintenance, repair, and overhaul (MRO) contracts
• Track full order life-cycle management and provide status updates to Program Manager

Set-Up and manage delivery of equipment

• Manage shipping portals, including Defense Logistics Agency's (DLA) vendor shipment module (VSM)
• Manage and arrange US and international shipments
• Manage Procurement Integrated Enterprise Environment (PIEE) portal for submission of Government invoices
• Invoice customers via Microsoft Dynamics Business Central (BC) ERP, submit invoices in PIEE, and Invoice Processing Platform (IPP) and other supplier portals

Enter all new orders into ERP tool

• Update and maintain all existing orders
• Ensure data is displayed correctly to filter into the Power BI and forecast reports
• Run accounts receivable report for all customers and ensure no late payments

Support NDI Quality program and ISO90001 and AS9100 audits and certification

• Complete supplier assessment questionnaire on all new suppliers
• Manage NDI Quality folder
• Manage NDI approved vendor register (and register new vendors)
• Perform visual compliance check on all new customers and suppliers

Office Management

• Maintain and replenish general office supplies
• Coordinate facilities maintenance operations

Concur software tool management

• Laise between NDI and Accounting for timely submission of monthly expense reports and per diem
• Approve all NDI invoices through Concur
• Book airline, lodging, rental car through Concur, as needed for NDI staff and guest
• Facilitate last minute changes with booking agents while NDI staff is on travel

Other tasks (not intended to be all inclusive)

• Create products in Microsoft Excel and Adobe in support of program need
• Maintain Non-Disclosure Agreement (NDA) folder
• Maintain passport folder for NDI staff
• Manage Delphi electronic invoicing system for Federal Aviation Authority (FAA) POs
• Backup NDI Administrator for EXOSTAR - HII, Lockheed Martin, and Blue Origin accounts
• Manage ADS customer portal - arrange shipments and update shipping dates
• Manage IPP Smart Government Invoicing portal for US Coast Guard invoice submissions
• Manage Georgia Tech Service & Support portal for on-time invoice payments
• Track hours through time keeping software tool
• Ensure NDI detailed Work in Process (WIP) is maintained for all NDI orders
• Receive all invoices from suppliers; submit to accounting; track payments
• Ensure any close-out documents are submitted to customers
• Manage the VEDP International Trade portal for NDI; submit invoices as required
• Manage the Converge portal for submittal on credit card payments to NDI
• Perform other tasks as required

RequirementsKNOWLEDGE, SKILLS & ABILITIESMinimum Requirements

• Must be able to complete a favorably adjudicated DHS background investigation, as well as obtain a favorably adjudicated to at least a DoD Secret level (preferably TS SCI) clearance
• Thorough knowledge of Microsoft BC
• Ability to understand and follow instructions precisely
• Comprehensive knowledge of Microsoft Office suite programs (Outlook, Word, Excel, Project)
• Have strong organizational skills, excellent communication and interpersonal abilities, adaptability, problem-solving skills, and the ability to multitask
• Meticulous attention to detail
• Ability to work with multiple Information Systems and ERP
• Strong organizational management abilities that can be applied to tracking full life cycle of orders
• Understanding of international logistics and transportation of goods
• Strong attention to detail applied towards the execution of and compliance with government contracts
• Ability to effectively communicate and understand complex ideas

Preferred Capabilities

• Experience with US Government procurement processes
• Military experience desired
• Knowledge of ITAR and US export requirements
• Understanding of FAR, DFARS, HSARS and other common requirements for government contracts

WORK EXPERIENCE / EDUCATIONMinimum Requirements

• Associate's degree or equivalent work experience
• Five (5) years of proven Department of Defense (DoD) experience either as a government civilian, military member, or defense contractor
• Proven experience supporting and executing a large portfolio of programs
• General knowledge and experience working with an ERP
• Experience generating basic financial transactions (quotes, POs, and sales orders)

Preferred Capabilities

• Experience using Microsoft Dynamics BC
• Experience using PIEE and IPP

Salary Description 60k-100k