Administrative Specialist - Government Contracting

POSITION SUMMARY: With minimum supervision, responsible for administrative duties of broad scope and complexity requiring independent judgement and familiarity with applicable procedures. Effective interpersonal, verbal, and written skills; versatile to interface at all levels of the organization. RESPONSIBILITIES • Following established procedures, perform a variety of administrative responsibilities. • May be required to perform some or all the following: • Administers and process customer purchase orders by reviewing Customer Service Administrators flow down instructions for product requirements to existing terms and conditions of purchase orders or maintenance agreements. • Establishes and maintains relationships with customer facing teams through courteous and efficient servicing of customer requests. Maintains regular communication with customer facing teams and responds to external customer service issues. • Prepares, and submits correspondence in response to customer requests. Maintains an appropriate level of confidentiality regarding customer and company matters. • Generates and process of standard spares quotes in a timely manner and coordinates with price estimating. Reviews pricing for reasonableness, submits quotations/proposals for customer review • Coordinates with various functions of the company (e.g. Customer Service Administrators, quality, shipping/receiving, accounting, Account Managers, planning and shop personnel) on customer issues. Prioritizes requests and commits to reasonable production and/or provisioning leadtime. • Releases repairs to production when customer approval is received by submitting work order to scheduler and updating sales order • Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of typing projects with high degree of accuracy and speed. • Manages customer portals, including downloading purchase orders, updating purchase order status, and expedite requests • Set priorities and procedures for accomplishing work. May be required to delegate portions to others or help and support to others. • Collect data, conduct research, and compile information using a variety of mathematical calculations for a broad range of reports and projects. • Conduct inquiries into specific problems, such as delays, to ensure objectives are being met. • Communicate potentially negative situations to management in a constructive manner. • Read mail, highlight action or important items, attach relevant files or information before distributing. Respond to routine correspondence or draft routine responses for review and signature. • Ability to accurately type 55 wpm, where applicable. Personal computer skills required. Job Requirements: • Minimum of 3 years of increasing in complexity of administrative duties related office experience or demonstrated ability to perform described responsibilities • High School diploma or education certificate in applicable functional area preferred. • Working knowledge of R-Card preferred • MSS knowledge is preferred • WAWF knowledge is preferred • CAV knowledge is preferred • Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area. • Ability to accurately record meeting proceedings, where applicable. • Proficient with Microsoft Suite software. • Must demonstrate effective verbal, written and interpersonal communication skills. • Ability to work effectively with others and be a participative team player. • Ability to navigate customer portals, retrieving orders, updating portals with client promise dates, and managing portal backlog accuracy, including delivery dates, quantities, and price. • Excellent Microsoft Excel skills, including Formula, Vlookup, and pivot table.