Admin Coordinator

Airswift; Pasadena (TX); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Airswift is seeking an Admin Coordinator to support turnaround and project activity in a fast-paced industrial environment. You will manage SAP requisitioning and invoice processing, coordinate administrative tasks, and communicate with procurement, vendors, and internal stakeholders to keep projects on schedule.

The role requires strong leadership, organization, and problem-solving skills, with the ability to work independently and occasionally travel across the U.S.

Qualifications

• Minimum high school diploma.
• SAP training with requisitioning and invoice processing.
• Minimum 5 years of SAP services and materials requisitioning experience.
• Minimum 5 years of SAP invoice review and approval experience using VIM Analytics.
• Experience supporting turnaround activities.
• Experience working across administrative support, vendor follow-up, invoice validation, and stakeholder coordination.

Responsibilities

• Handle requisitioning and invoice review for SAP-based materials and services.
• Provide administrative coordination and proactive stakeholder follow-up to keep turnaround projects on track.
• Support SAP requisition creation and ensure best-practice processes for materials and services.
• Assist in invoice validation, approvals, issue resolution and goods receiving.
• Collaborate with procurement, accounts payable, vendors and internal teams to resolve escalated issues.

Skills

Leadership

Communication

Organization

Stakeholder coordination

Multi-tasking

Independent work

Education

High school diploma

Tools

SAP

VIM Analytics

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

SharePoint

OneNote

Job description

Job Title: Admin Coordinator

Duration: 12 months

Schedule: 5/40 (Longer hours are required during Turnaround execution which may also require working weekends)

Location: Gonzalez, LA, Allentown, PA, Pasadena, TX, Port Arthur or Long Beach, CA

This opportunity supports turnaround and project activity in a fast-paced industrial environment, with responsibility for requisitioning, invoice review, administrative coordination, and stakeholder follow-up. The role offers exposure to SAP requisitioning, invoice approvals, and turnaround operations, while contributing to the smooth delivery of materials, services, and team support across office, home, and site-based settings. Travel within the U.S. may be required, primarily across California, Louisiana, and Texas.

Requirements:

• Minimum high school diploma
• SAP training with requisitioning and invoice processing
• Minimum 5 years of SAP services and materials requisitioning experience
• Minimum 5 years of SAP invoice review and approval experience using VIM Analytics
• Experience supporting turnaround activities
• Experience working across administrative support, vendor follow-up, invoice validation, and stakeholder coordination
• Strong SAP requisition creation for materials and services using best practices
• Invoice validation and approval support, including issue resolution and goods receiving processes
• Ability to work with procurement, accounts payable, vendors, and internal stakeholders to resolve escalated issues
• Strong leadership and multi-tasking capability
• Strong written and verbal communication, organizational, and planning skills
• Ability to work independently, take initiative, and drive results with minimal supervision
• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, OneNote, and SharePoint
• Willingness to learn and use current and future systems and applications
• Professional and collaborative approach to working with employees, peers, management, support personnel, program participants, and business area contacts
• Constructive approach to problem solving and conflict resolution

Required Certifications:

• TWIC card active for the full length of assignment
• OSCA training/certifications required within the assignment or before travel to site
• DISA DT required within the assignment or before travel to site

Preferred Qualifications:

• Turnarounds experience preferred

About Airswift:

Airswift is an international workforce solutions provider within the energy, process and infrastructure industries. Airswift serves as a strategic partner to clients, offering a turnkey workforce solution to capture and deliver the top talent needed to complete successful projects by aligning with unique project needs. With over 1000 employees and 9,000 contractors operating in over 60 countries, Airswift's geographical