Operations Specialist - Defense, Aerospace or OEM Industry a MUST

RJI Search; New York (NY); Hybrid; USD 73,000 - 89,000; Full time

Job summary

A leading defense contracting firm in New York is seeking an Operations Coordinator to support its Defense Programs Department. This full-time role includes processing accounts payable, handling purchase orders, and coordinating vendor payments. The ideal candidate will have experience in administrative support and strong organizational skills. This position offers a hybrid schedule with 2 days onsite and 3 days remote.

Qualifications

• Strong knowledge of purchase order and vendor management processes.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Prior experience in an administrative or back-office support role.

Responsibilities

• Provide back-office operations for the Defense Programs Department.
• Process purchase orders and coordinate with OEMs.
• Work closely with Accounting to ensure accurate recording.

Skills

Vendor management processes

Accounting workflows

Microsoft Office

SAP

Communication skills

Organizational skills

Education

Experience in administrative support

Tools

Microsoft Excel

SAP

Job description

Overview

Operations Coordinator - Aerospace & Defense ($73,000-89,000) 5% bonus

Manhattan, New York - HYBRID - 2 days onsite, 3 days remote

Job Summary

Responsible for providing back-office support to the Defense Programs Department. Duties include processing accounts receivable and payable, handling purchase orders, coordinating vendor payments, and performing related administrative tasks to ensure smooth day-to-day operations. Assist with customer interactions as directed by the management team.

Responsibilities

• Provide back-office operations for the Defense Programs Department
• Process purchase orders and coordinate directly with Original Equipment Manufacturers (OEMs)
• Work closely with the Accounting Department to ensure accurate recording of commissions receivable and payable
• Process payments to vendors and key stakeholders
• Provide ad hoc reporting and data analysis as needed by the department
• Deliver administrative and clerical support to the management team
• Maintain organized documentation and ensure all records are audit-ready
• Support procurement, logistics, and compliance activities as required
• Assist with Special Projects as needed

Knowledge, Skills & Abilities

Required:

• Strong knowledge of purchase order and vendor management processes
• Understanding of basic accounting or finance workflows (commissions, payables/receivables)
• Proficient in Microsoft Office (especially Excel and Outlook)
• Proficient in SAP
• Excellent communication and organizational skills
• High level of accuracy and attention to detail
• Ability to handle sensitive information with confidentiality

Preferred:

• Understanding of defense sector products, services, and market dynamics
• Solid understanding of basic accounting principles (A/R, A/P, commissions)

Education, Certification and Experience

Required:

• Prior experience in an administrative or back-office support role
• Experience in defense contracting or dealing with OEMs is a strong plus

Physical Requirements

• Hybrid schedule (2 days in office and 3 days remote work)
• Prolonged periods of sitting and working at a computer, as well as travelling.

Additional Information

Please note that there is no visa sponsorship provided for this position.

Employment details

• Seniority level: Associate
• Employment type: Full-time
• Job function: Administrative and Project Management
• Industries: Aviation and Aerospace Component Manufacturing

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