Program Support Specialist

Pats Aircraft LLC•Georgetown, DE

13d•Onsite

About The Position

The Program Support Specialist plays a critical role in supporting the Program Managers by performing key administrative and operational tasks. This position ensures program efficiency by managing work orders, processing requisitions and invoices, maintaining program schedules, preparing key metrics and reports, and assisting the Program Managers with other programmatic functions.

Requirements

High school diploma required
1 to 3 years’ practical work experience in an administrative role
Proactive attitude in driving process improvements and effectively managing resources/projects across multiple functions.
Effective organizational skills including the ability to prioritize and plan work.
Ability to build positive relationships and to maintain cross-functional partnerships.
Effective written and verbal communication skills.
Must be detail oriented with the ability to multi-task.
Ability and willingness to work extended hours, when needed.
Read, write, and understand the English language.

Nice To Haves

associates degree or higher preferred

Responsibilities

Assist the Program Managers with day-to-day administrative tasks, ensuring all program activities align with objectives.
Prepare and maintain documentation, including work orders, purchase requisitions, customer orders, budgets and customer communications.
Utilize ERP / MRP software to set up and maintain MLNs, work orders, and other project data.
Ensure projects are set up correctly in the dashboard as well as maintain the dashboards with proper notes and documentation of changes.
Ensure data accuracy and consistency across all systems by reviewing and validating entries.
Set up and manage work orders and purchase orders in coordination with Program Managers, ensuring proper tracking, and execution.
Analyze patterns and procurement data to identify discrepancies, closings, extensions and cost-saving opportunities.
Process requisitions and purchase orders (POs), validating accuracy and compliance with budgets with specificity towards ODA Unit Members (UMs) and other outside engineering services.
Monitor program budgets, tracking labor, 3rd-party engineering / UM support, and other project costs for accuracy and reporting.
Identify budget trends and provide accurate forecast for inputs to overall project.
Identify risks that could cause the project to financially underrun or overrun and inform/make recommendations to program manager.
Create invoices and support the invoicing process by validating data, providing cost breakdowns, ensure timely submissions, and reconciling discrepancies.
Assist in updating program schedules, tracking milestones and deliverables to keep projects on track.
Collect, check, and maintain program data to drive accurate performance metrics and dashboards.
Pull, maintain and analyze performance to budget (PTB) data, and commercial summaries to support accurate PMR and customer reporting.
Create and maintain quarterly reports using work order data to track program efforts and bandwidth.
Liaise with vendors to ensure timely delivery of materials and services.
Track vendor cost to support evaluation and decision making.
Support customer interactions by maintaining accurate documentation and providing timely updates.
Identify and recommend process improvements to enhance program efficiency.
Ensure compliance with company policies and procedures in all administrative activities.
Complete initial / recurrent training requirements in a timely manner.
Other duties may be assigned.