Invoice Administrator

Standard Aero•Grapevine, TX

5d•Onsite

About The Position

As an Invoice Administrator, you will support customer programs within the aviation Maintenance, Repair and Overhaul (MRO) industry. This role is well suited for someone with experience working in an aviation MRO, aerospace, or similarly complex service environment, with an understanding of customer contracts, commercial terms, and the financial transactions that support maintenance and repair programs. You will act as the primary administrator of commercial program terms related to credits, fees, and other contractual or commercial requirements across StandardAero. You will work closely with cross-functional teams to generate, submit, and validate required reports and ensure the appropriate financial processes are followed internally.

Requirements

Post-secondary education or formal training in Finance, Accounting, Data Analytics, Business Administration, or a related field, or equivalent combination of education and experience.
Proficiency in Microsoft Office, including Excel (e.g., data entry, sorting/filtering, and use of basic formulas such as SUM and AVERAGE).
Demonstrated experience maintaining a high level of accuracy and attention to detail in data entry, analysis, or transactional work.
Strong written and verbal communication skills, with the ability to clearly document and communicate findings, issues, and recommendations.
Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines in a structured environment.
Demonstrated analytical and problem-solving skills, including the ability to identify issues, evaluate options, and support data-driven decision-making.
Self-motivated with demonstrated ability to learn new systems and processes and contribute to continuous improvement initiatives.

Nice To Haves

Experience with business intelligence, reporting, or data visualization tools such as Power BI.
Experience with SQL, ERP systems, and CRM platforms.
Experience in the aerospace industry or a similarly regulated manufacturing environment preferred.

Responsibilities

Maintain pricing catalogs and maintain/validate relevant data to ensure accurate estimating, invoicing, and price book integrity.
Review and apply contract and proposal requirements, including contract types, Not-to-Exceed (NTE) agreements, price escalation provisions, markup caps, overhead discounts, and customer-supplied material requirements.
Review sales proposals and customer requirements to ensure estimates and pricing reflect applicable contractual terms, approved pricing structures, and commercial agreements.
Maintain and update detailed estimates that may contain 100–500+ line items, incorporating changes for rework, subcontractors, overhead materials, customer-supplied materials, and other cost elements.
Analyze cost and sales information to determine whether work is within the applicable NTE or requires treatment as Over & Above (O&A), including preparation and maintenance of firm-fixed-price workscope tables.
Review subcontractor quotations for accuracy, completeness, approvals, and appropriate cost and sales treatment; incorporate approved pricing into estimates and invoices.
Coordinate rework performed by other StandardAero facilities, including review and approval of quotations and manual incorporation of facility pricing into estimates and customer billing.
Review overhead material requirements and apply applicable contractual or agreement-based discounts; coordinate required customer approvals for overhead materials and new materials.
Research and review lot files to validate overhead material costs, usage, pricing, supporting documentation, and applicable customer requirements.
Review materials for applicable discounts, new-material requirements, CAPs, COPs, and credit-backs, and ensure appropriate treatment in estimates and invoices.
Collect and validate required data for credits, warranties, and related adjustments, and route to Customer Account Leader for validation and approval.
Support program teams with data collection and preparation of customer cost estimates and invoices, including manual pricing inputs and reconciliation of cost and sales information.
Review invoices and supporting cost information to ensure subcontractor, rework, material, credit-back, and other pricing elements are accurate and aligned with contractual requirements.
Follow up with customers on customer-supplied materials, approvals, documentation, and other information required to support accurate estimates, work execution, and billing.
Process requests to ship and coordinate applicable requirements based on whether shipments are domestic within the United States or international.
Review 8130 documentation for installed parts, scrub customer documentation packages for completeness and accuracy, and ensure final TCN packages contain required documentation.
Partner with Finance to ensure transactions are accurately recorded, accounted for, and any accounting issues are resolved.
Work with Finance/Credit and corporate functions to ensure payments are properly allocated to the correct sector/business unit.
Collaborate with Operations, Engineering, Customer Programs, Supply Chain, Sales, and other stakeholders to resolve data, pricing, documentation, and commercial issues impacting estimates, invoices, credits, or contractual compliance.
Apply strong attention to detail to ensure accuracy, precision, compliance with contracts, and adherence to additional customer and commercial requirements.
Ensure compliance, accuracy, and reliability through consistent processes and standard work; identify opportunities to improve pricing, estimating, invoicing, and data-management processes.
Perform data analysis, maintain datasets/databases, support administrative program tasks, monitor standard work for improvements, ensure SMS compliance reporting, track KPIs, and complete additional assigned projects.