Service Center Project Specialist

Fairbanks Morse; National City (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Fairbanks Morse Defense is hiring a Service Center Project Specialist in National City, CA. The role requires proficiency in invoicing, billing, and project tracking within Oracle ERP, as well as handling government contract processes and audits.

You will support the Service Center Manager, coordinate with Beloit Finance, and train junior staff while maintaining accuracy and confidentiality in a fast-paced environment.

Qualifications

• Associate degree in business preferred.
• 4+ years’ office management experience; 2 years Service Center Administrator experience preferred.
• Understanding of basic accounting principles/practices.
• Experience invoicing and paying bills in manufacturing or service business.
• Thorough knowledge of policies and procedures.
• Strong organizational, planning, and time management skills; ability to multi-task.
• Excellent written and verbal communication; attention to detail.
• Expertise with Oracle ERP, CRM, and related systems.
• Advanced proficiency in Microsoft Office and Google applications.
• Experience with government contracts and WAWF (Wide Area Workflow).
• Ability to maintain a high level of confidentiality.
• Strong problem solving and teamwork abilities.
• NOFORN eligibility proof of US citizenship required.

Responsibilities

• Analyze, prioritize, and enter billing data into Oracle ERP.
• Create and issue accurate customer invoices and supporting documents.
• Manage job tracking from project creation to final billing.
• Maintain the Forecast Quote Log and track projects, PO, revenue, invoicing.
• Review project labor, travel, material charges; allocate costs.
• Provide project-related customer and sub-contractor support.
• AR collections - contact customers as invoices come due; assist accounting with collections.
• Support Service Center Manager and attend management meetings.
• Participate in Daily Layered Accountability.
• Support the Services & Solutions Controller with analysis and tracking.
• Coordinate with Beloit Finance for audit requests.
• Provide training and cross-training for staff.
• Review vendor invoices and process payments in Beloit AP.
• Track office budget and produce timely reports.
• Complete project file maintenance for AR invoicing.

Skills

Attention to detail

Communication skills

Organizational skills

Multi-tasking

Confidentiality

Education

Associate degree in business

Tools

Oracle ERP

CRM

Excel

Concur

WAWF

Job description

Fairbanks Morse Defense, 1545 TIDELANDS AVE, NATIONAL CITY, California, United States of America

Job Description

Posted Monday, July 20, 2026 at 6:00 AM

Mission-Driven. Honor-Bound. Fairbanks Morse Defense. What’s your calling? For the men and women of Fairbanks Morse Defense it’s the rapid and effective support of the fleets that entrust us to design, develop, and deliver the best naval power technology on the planet. We’re one of the nation’s leading marine defense contractors because of the highly trained and dedicated teams that provide reliable power systems, parts, and aftermarket services to the U.S. Navy, Coast Guard, Military Sealift Command, and Canadian Coast Guard. When you join Fairbanks Morse Defense, you join a legacy of commitment that spans 150 years. Fairbanks Morse Defense offers competitive benefits with a wide range of training and development opportunities. Our world-class teams are dedicated to helping every individual achieve their full potential. Discover what it’s like to be a part of the Fairbanks Morse Defense team here: https://www.fairbanksmorsedefense.com/careers

Summary

The Service Center Project Specialist is fully proficient in applying established standards, works independently, and may instruct, train, and/or coach less senior service administrator(s) or project accountant(s). This position ensures high levels of organizational effectiveness, communication, and safety, assists in improving service center procedures, and is a supporting member of the management team of the service center.

Primary Duties and Responsibilities

• Analyze, prioritize, and provide timely entry of billing data into Oracle ERP system.
• Create and issue accurate invoices to customers (including preparation of supporting documents) and manage customer expectations.
• Actively participate in job tracking from project creation through final billing (updating change orders in FQL, file maintenance for project folder, timesheet review, etc.)
• Maintain the Forecast Quote Log; tracking projects, purchase orders, revenue projection, invoicing.
• Review project labor, travel expenses, material charges and parts receipts to ensure proper allocation of project related costs processed through FSL, CONCUR, WAWF, & Oracle.
• Provide project related customer and sub-contractor support (including certificates of insurance, customer and sub-contractor information requests, etc.)
• AR Collections - contact customers as invoices become due, assist company accounting department with collections and payments as required.
• Provide support to Service Center Manager as required and attend Service Center management meetings (as requested).
• Participate in Daily Layered Accountability.
• Provide support to the Services & Solutions Controller (including FQL maintenance, project analysis and tracking, and other requests as needed).
• Work with Beloit Finance team in support of audit requests.
• Provide training to less senior service administrators.
• Cross-train and provide backup for the Service Center Administrator.
• Answer inquiries from vendors and suppliers and research discrepancies.
• Review and process employee time and attendance on a weekly basis; review employee labor for utilization tracking in the Forecast Quote Log.
• Prepare hardship bonus requests for qualified employees upon return from out of area projects.
• Assist employees with processing expense reports in CONCUR as needed.
• Perform office duties for the service center such as preparation of correspondence, maintaining files, ordering office supplies, scheduling meetings, etc.
• Review accounts payable invoices of vendors and service providers and process for payment through AP Department in Beloit
• Track office G&A budget to ensure accurate and timely reporting.
• Complete project file maintenance as needed in support of AR invoicing.

All other duties as assigned.

Qualifications and Educational Requirements

• Associate degree in a business curriculum is preferred (Business, Accounting, etc.)
• 4+ years’ office management experience, two (2) years prior Service Center Administrator experience preferred.
• Understanding of basic accounting principles/practices
• Prior experience with invoicing and paying bills, preferably in a manufacturing or service business.
• Thorough knowledge of policies and procedures
• Strong organizational, planning, and time management skills, and ability to multi-task and prioritize.
• Excellent communication skills (written and verbal), and attention to detail.
• Expertise with related internal systems (Oracle ERP, CRM, etc.)
• Advanced proficiency in Microsoft Excel, Word, Outlook, PowerPoint, Adobe Acrobat and related Google applications
• Experience dealing with government contracts and WAWF (Wide Area Workflow)
• Ability to maintain a high level of confidentiality.
• Excellent problem solving and decision-making skills.
• Demonstrated customer relations skills and ability to work in a team environment.
• Self-motivated
• This position requires access or potential access to Unclassified Naval Nuclear Propulsion Information, which is Not Releasable to Foreign Nationals (NOFORN) data. Therefore, to meet NOFORN requirement, you will have to provide proof of US Citizenship and attest that you do not have dual citizenship. Acceptable proof of US Citizenship is a US Passport, US Birth Certificate or Naturalization Certificate.

This specification is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. Ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Fairbanks Morse Defense.

Fairbanks Morse Defense offers a competitive benefits package including but not limited to, medical, dental, vision, life, and disability insurances, and 401k retirement plan with employer match. In addition, we offer paid time off, paid holidays, paid parental leave, and tuition reimbursement.

Equal Opportunity Employer/Veterans/Disabled

Fairbanks Morse Defense, 1545 TIDELANDS AVE, NATIONAL CITY, California, United States of America