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Sirius Staffing
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https://www.siriusstaffing.com
https://www.siriusstaffing.com
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Kristina Minyard
Administrative Assistant/Parts Analyst
Job Description
Sirius Staffing is seeking an Administrative Assistant/Parts Analyst for a contract role in Sugarland, TX. Please contact Sirius today for more information.
The Administrative Assistant II / Parts Analyst to support the company's 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.
Key Responsibilities:
Parts Procurement & Inventory Management:
• Serve as the primary point of contact for ordering aircraft parts, consumables, and critical maintenance supplies.
• Accurately process purchase requests, track order statuses, and ensure timely delivery of parts to support maintenance schedules.
• Monitor and maintain appropriate stock levels of frequently used parts and consumables.
• Coordinate returns for parts needing repair or credit and liaise with OEMs and suppliers to ensure successful resolution.
• Oversee all shipping and receiving operations related to aircraft parts, verifying documentation and condition upon receipt.
Invoice and Vendor Management:
• Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.
• Verify all invoices from vendors to ensure accuracy and compliance with company policies.
• Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.
• Enter invoice details into the accounting system accurately and in a timely manner.
• Ensure that all invoices are processed within payment terms and deadlines.
• Communicate with vendors to clarify discrepancies, missing information, or track payment statuses.
Maintenance Staff Support:
• Procure and monitor current stock levels of aircraft parts and supplies requested by maintenance technicians. Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.
• Manage all shipping and receiving of aircraft parts, ensuring accuracy in documentation and coordination with vendors for proper shipping procedures.
• Manage, organize, and track parts, aviation consumables, and office supplies for the business unit as needed
Administrative & Operational Support:
• Support daily office functions for the maintenance team, including managing calls, emails, records, and supply inventory.
• Prepare reports on parts usage, invoice status, and inventory updates.
• Work closely with the accounts payable team to streamline payment processes.
Communication & Coordination:
• Collaborate with department managers to resolve issues related to invoices or payments.
• Work closely with vendors to ensure prompt resolution of any discrepancies and ensure accurate payment processing.
• Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.
Data Entry & Record Maintenance:
• Ensure accurate data entry and maintenance of financial records, reports, and invoices in the company’s accounting system.
• Regularly update and organize invoices and payment records to ensure compliance with audit and regulatory requirements.
Qualifications:
• Associate’s degree in business administration or related field OR High School Diploma with at least 3 years of relevant experience.
• Valid driver’s license; must pass a background check and pre-employment drug screen (subject to random testing).
Experience:
• Minimum 1 year of experience in invoice processing, parts ordering, or administrative support with an associate’s degree
• Prior experience with Microsoft Power Apps.
• Inventory Management
Skills:
• Strong attention to detail and accuracy in all tasks.
• Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, SharePoint, etc.)
• Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.
• Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.
• Ability to work independently and as part of a team.
• Basic understanding of accounting principles and invoice processing procedures.
• Excellent customer service skills both internal and external and closing out the loop on any assigned projects.
Key Responsibilities:
Parts Procurement & Inventory Management:
• Serve as the primary point of contact for ordering aircraft parts, consumables, and critical maintenance supplies.
• Accurately process purchase requests, track order statuses, and ensure timely delivery of parts to support maintenance schedules.
• Monitor and maintain appropriate stock levels of frequently used parts and consumables.
• Coordinate returns for parts needing repair or credit and liaise with OEMs and suppliers to ensure successful resolution.
• Oversee all shipping and receiving operations related to aircraft parts, verifying documentation and condition upon receipt.
Invoice and Vendor Management:
• Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.
• Verify all invoices from vendors to ensure accuracy and compliance with company policies.
• Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.
• Enter invoice details into the accounting system accurately and in a timely manner.
• Ensure that all invoices are processed within payment terms and deadlines.
• Communicate with vendors to clarify discrepancies, missing information, or track payment statuses.
Maintenance Staff Support:
• Procure and monitor current stock levels of aircraft parts and supplies requested by maintenance technicians. Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.
• Manage all shipping and receiving of aircraft parts, ensuring accuracy in documentation and coordination with vendors for proper shipping procedures.
• Manage, organize, and track parts, aviation consumables, and office supplies for the business unit as needed
Administrative & Operational Support:
• Support daily office functions for the maintenance team, including managing calls, emails, records, and supply inventory.
• Prepare reports on parts usage, invoice status, and inventory updates.
• Work closely with the accounts payable team to streamline payment processes.
Communication & Coordination:
• Collaborate with department managers to resolve issues related to invoices or payments.
• Work closely with vendors to ensure prompt resolution of any discrepancies and ensure accurate payment processing.
• Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.
Data Entry & Record Maintenance:
• Ensure accurate data entry and maintenance of financial records, reports, and invoices in the company’s accounting system.
• Regularly update and organize invoices and payment records to ensure compliance with audit and regulatory requirements.
Qualifications:
• Associate’s degree in business administration or related field OR High School Diploma with at least 3 years of relevant experience.
• Valid driver’s license; must pass a background check and pre-employment drug screen (subject to random testing).
Experience:
• Minimum 1 year of experience in invoice processing, parts ordering, or administrative support with an associate’s degree
• Prior experience with Microsoft Power Apps.
• Inventory Management
Skills:
• Strong attention to detail and accuracy in all tasks.
• Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, SharePoint, etc.)
• Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.
• Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.
• Ability to work independently and as part of a team.
• Basic understanding of accounting principles and invoice processing procedures.
• Excellent customer service skills both internal and external and closing out the loop on any assigned projects.
Sirius Staffing is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to characteristics such as race, color, national origin, religion, gender, age, marital status, disability, veteran status, citizenship status, sexual orientation, gender identity, or any other status protected by law.
