Aviation Contract Administrator

Summary :

As a Contract Administrator, you will provide full administrative and operational support to the Contracts and Aircraft Delivery teams. This role requires a motivated professional who excels at managing complex administrative tasks while supporting contract execution, invoice processing, customer interaction, and internal coordination across departments.

Key Responsibilities :

Perform administrative support functions for the Contracts and Aircraft Delivery departments

Coordinate onboarding tasks including systems access, hardware setup, phone lines, and business cards for new hires

Manage office supply orders and hardware allocation

Assist with the preparation, processing, and tracking of purchase reports and invoices

Organize team meetings, publish follow-ups, and track action items

Support aircraft document preparation such as Warranty Bills of Sale, Power of Attorney, and Registration Applications

Input and track SAP-related tasks, including PR / PO / FRS for services and concessions

Assist in the delivery process, including ceremonies, gift sourcing, and customer aircraft model orders

Coordinate FedEx shipments and maintain shipping records in Smartsheet

Create and submit customer billing invoices and confirm payment status with finance teams

Perform Dow Jones screenings for Know Your Customer (KYC) processes

Participate in internal audits and special projects as assigned

Maintain accurate records, collect signatures for key documents, and support daily operational needs

Education Requirements :

Bachelor’s degree in Business Administration, Legal Studies, Management, Aviation, or related field preferred

Experience Requirements :

2 to 4 years of professional administrative experience, preferably in aviation or aerospace

Familiarity with contract documentation, customer communications, and invoice processes

Required Skills and Abilities :

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)

Experience using SAP, Salesforce, or other CRM platforms is a plus

Strong written and verbal communication skills

Ability to interact professionally with customers, executives, and cross-functional teams

Highly organized with strong attention to detail and the flexibility to adapt to shifting priorities

Positive attitude and polished, professional demeanor