Hybrid Administrative Assistant presso AAA USA Inc

Description

About the Company:

We provide specialized subcontracting and technical assistance services to support clients in the transport and aerospace industries. We work closely with clients to ensure that our solutions meet their needs and exceed their expectations. Our team members are motivated individuals that do remarkable things every day!

Position Summary:

AAA United States, Inc. has partnered with a company in Mobile, Alabama that is a global leader in propulsion systems, powering the most advanced aircraft in the world, and we are shaping the future of aviation. We are looking for an Administrative Assistant who is seeking their next opportunity in a complex and ever-changing work environment!

The Administrative Assistant is responsible for providing critical support to daily operations by managing and processing paperwork related to procurement, quoting, timekeeping, and invoicing.  

Essential Functions:

• Coordinate and process paperwork for procuring parts, supplies, and materials.
• Liaise with vendors and suppliers to track order status and ensure timely deliveries.
• Prepare and process quotes for main customer and other customers.
• Submit quotes via the appropriate systems or communication channels.
• Maintain accurate records of quotes and customer correspondence.
• Generate and submit invoices to Airbus using the P&W system.
• Ensure invoicing aligns with contract terms and approved time/parts.
• Track invoice status and assist in resolving payment or billing issues
• Collect and process mechanics’ timecards accurately and on schedule.
• Review timecard data for completeness and submit to payroll or relevant systems.
• Address discrepancies or missing information as needed.
• Maintain organized records and filing systems (electronic and paper).
• Provide general clerical support such as data entry, document preparation, and scheduling.
• Assist with internal reporting or audits as required

Requirements

• High school diploma or equivalent required; associate’s degree or relevant certification a plus.
• 2+ years of administrative or clerical experience, preferably in an industrial or aerospace setting.
• Familiarity with procurement, invoicing, or timekeeping systems (P&W system experience preferred).
• Strong attention to detail, organizational skills, and ability to meet deadlines.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent communication skills (written and verbal).