Military Programs Administrator

HEICO Corporation•Town of Smithtown, NY

18h•Onsite

About The Position

Seal Dynamics is currently hiring a Military Programs Administrator for its Military Division. This role supports the accurate, timely, and compliant administration of U.S. Government contracts and related shipments. The position maintains contract and performance data, coordinates required submissions and follow-up, and collaborates across Sales, Finance, Shipping, Quality, and other teams to resolve issues and ensure government orders progress smoothly. The role is on-site in Hauppauge, Long Island, NY, is not remote or hybrid, and is not a contract role. Applicants must be legally authorized to work in the United States, and visa sponsorship is not available.

Requirements

High school diploma or equivalent.
Two or more years of experience in administration, customer service, order management, logistics, contract support, data coordination, or a related function. Relevant education, military service, internships, or comparable experience may be considered in place of some work experience.
Working knowledge of Microsoft Office, with the ability to maintain spreadsheets, organize data, and prepare clear written updates.
Ability to manage multiple priorities, follow detailed procedures, meet deadlines, and maintain accurate records.
Clear written and verbal communication skills and the ability to work effectively with multiple departments.
Ability to learn and use customer, government, and company systems.

Nice To Haves

Associate or bachelor degree in business, supply chain, logistics, public administration, or a related field.
Experience supporting U.S. Government, defense, aerospace, manufacturing, distribution, or other regulated customers.
Familiarity with one or more government platforms or processes, such as DIBBS, PIEE, WAWF, EDA, SPRS, DPAS, DCMA, or DLA requirements.
Experience with contract administration, order management, shipping documentation, invoice research, or performance reporting.
Intermediate Excel skills, including filters, lookups, pivot tables, or similar data-management functions.

Responsibilities

Maintain accurate records, activity logs, and status reports for government contracts, orders, shipments, and required submissions.
Monitor delivery performance, due dates, exceptions, and corrective actions; communicate risks and follow-up needs to the appropriate teams.
Coordinate routine activity in government and customer systems, which may include DIBBS, PIEE, WAWF, EDA, SPRS, and related portals.
Support contract administration activities such as delivery date adjustments, post-award requests, rated-order tracking, subcontracting-plan reporting, and contract verification.
Coordinate Supply Discrepancy Report activity and help gather documentation needed for review and resolution.
Partner with Finance to research invoice or payment issues and support timely resolution of outstanding transactions.
Coordinate with Shipping and Operations to verify government shipping, packaging, marking, and documentation requirements, including requirements associated with MIL-STD-2073 when applicable.
Prepare recurring scorecards, performance summaries, and internal reports using Microsoft Excel and other business systems.
Identify incomplete or inconsistent information, escalate issues, and help improve repeatable processes and data quality.
Perform other related duties based on business and contract needs.