Military Programs Administrator - Hauppauge, NY

Seal Dynamics LLC; Hauppauge (NY); Sur place; USD 55 000 - 70 000; Plein temps

Résumé du poste

Seal Dynamics is seeking a Military Programs Administrator to support accurate and timely administration of U.S. Government contracts and related shipments from Hauppauge, NY. This role collaborates with Sales, Finance, Shipping, and Quality to resolve issues and keep government orders moving.

You will maintain contract data, submissions, and performance records, monitor delivery timelines, and coordinate routine activity in Gov portals. On‑site work only.

Qualifications

• High school diploma or equivalent.
• Two or more years of administration, customer service, order management, logistics or contract support experience.
• Proficient with Microsoft Office; ability to organize data and prepare updates.
• Strong written and verbal communication and multi‑department collaboration.

Responsabilités

• Maintain records, logs, and status reports for government contracts, orders, shipments, and submissions.
• Monitor delivery performance, due dates, exceptions, and corrective actions; communicate risks.
• Coordinate activity in government systems (DIBBS, PIEE, WAWF, EDA, SPRS, etc.).
• Support contract administration tasks including date adjustments, post‑award requests, and reporting.
• Coordinate with Finance on invoice issues and ensure timely resolution.
• Coordinate shipping documentation and MIL‑STD‑2073 requirements when applicable.
• Prepare recurring scorecards and internal performance reports using Excel.
• Identify data quality issues and help improve processes.
• Perform other duties as needed.

Connaissances

MS Office

Data coordination

Communication

Formation

High school diploma

Associate or bachelor degree in business / logistics

Outils

Microsoft Excel

Description du poste

Seal Dynamics (A HEICO Company) founded in 1976, with its corporate headquarters based in Hauppauge, NY is a world leader in technical sales and the distribution of aerospace components.

Our unique marketing and technical sales approach are the most effective way to assist our customers in selecting products that reduce cost of ownership. Our current product portfolio includes structural, mechanical and electro‑mechanical products associated with both airframe and engine applications across all ATA Chapters. Through our strategic partnerships with some of the most respected OEMs in the aviation industry, Seal Dynamics stocks and distributes in excess of 100,000 products globally in support of our customer requirements.

In addition to our distribution network, Seal Dynamics is a market leader in the design and development of FAA approved alternative parts. Our OEM licensed PMAs and Test and Computation PMAs offer our customers viable solutions in the reduction of operational costs.

Seal Dynamics is currently hiring a Military Programs Administrator for our Military Division.

On-site in Hauppauge, Long Island, NY. This is not a remote or hybrid position, and it is not a contract role. Applicants must be legally authorized to work in the United States; visa sponsorship is not available for this position.

Seal Dynamics offers a 9/80 work schedule, upon completion of the introductory period, you can opt to enroll and have every other Friday off.

POSITION SUMMARY

The Military Programs Administrator supports the accurate, timely, and compliant administration of U.S. Government contracts and related shipments. The role maintains contract and performance data, coordinates required submissions and follow‑up, and works across Sales, Finance, Shipping, Quality, and other teams to help resolve issues and keep government orders moving.

KEY 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, elevate issues, and help improve repeatable processes and data quality.
• Perform other related duties based on business and contract needs.

MINIMUM QUALIFICATIONS

• 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.

PREFERRED QUALIFICATIONS

• 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.

WORK REQUIREMENTS

• Ability to perform computer‑based work for extended periods, with reasonable accommodation as needed.
• Ability to collaborate across teams and handle information in accordance with company, customer, and government requirements.
• Must be legally authorized to work in the United States. If required for assigned contracts or system access, the employee must also be able to satisfy applicable U.S. Government eligibility, citizenship, or access requirements.
• A valid driver license is required only if driving is an essential function of the position.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the team member. Other activities, duties, or responsibilities may change or be assigned at any time.

Seal Dynamics is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, or disability.