What are the responsibilities and job description for the Office Administrator (Bensalem, PA) position at Apollo Aerospace Components?
Aerospace hardware, fasteners, electrical and miscellaneous components to some of the largest Aerospace & Defense manufacturers & Supply Chains in the world. As the Aerospace arm of Supply Technologies, a Park-Ohio Holdings Corp (NASDAQ:PKOH), we’re a high performing and growing supplier to major Aerospace manufacturers such as Boeing, Airbus, Collins Aerospace, Gardener Aerospace and many others. We specialize in supplier selection and management, planning, implementation, managing the physical flow of product for world-class international manufacturing companies, and servicing customers globally.
Job Summary:
We are seeking an Office Admin Associate talented to join our team. The Office Admin Associate is responsible for the following:
Responsibilities:
- Review and process incoming DLA awards from DIBBS and related systems for accuracy, quantities, pricing, and delivery requirements.
- Enter and manage orders in the internal ERP system, ensuring alignment with contract terms and ship dates.
- Coordinate with procurement and warehouse teams to confirm material availability, certifications, and packaging requirements prior to shipment.
- Generate shipping labels and documentation in accordance with MIL-STD-129 and any contract-specific marking requirements.
- Prepare and print MSLs, container labels, barcodes, and RFID tags (if required).
- Create and submit shipment records in WAWF/iRAPT, including:
- Receiving Report (RR)
- Commercial invoice
- DD250 acceptance workflow
- Upload required documents into WAWF (packing list, CoC, certifications, traceability, photos if required).
- Verify inspection requirements (Origin vs Destination) and notify DCMA when applicable.
- Confirm correct shipping addresses and routing, including DLA depot codes and freight instructions.
- Maintain full traceability and document control (heat lots, CMTRs, CoC, manufacturer trace).
- Monitor order status through acceptance and payment, resolving rejects, holds, or system errors.
- Communicate with DLA buyers, DCMA, and carriers to clarify discrepancies, delays, or compliance questions.
- Record invoicing and payment details in the ERP to support financial tracking and audit readiness.
- Track on-time delivery (OTD) performance, shortages, and non-conformance trends for continuous improvement.
- Follow internal AS9120B / ISO 9001 procedures to support compliance and audit readiness.
- Hands-on warehouse or packaging experience, including:
- Basic understanding of MIL-STD-2073 packaging requirements
- Applying unit, intermediate, and exterior packing
- Handling small hardware and traceable materials
- Performing accurate counts and labeling
- Familiarity with commercial packaging workflows (bagging, tagging, boxing, kitting)
Must Haves:
- Supply Chain, Logistics, or related field
- U.S. citizenship required due to handling Controlled Unclassified Information (CUI) and government shipment documentation.
- 3 years of order processing or fulfillment experience in a regulated, manufacturing, logistics, or government environment.
- Proficient with business software, such as ERP systems, Outlook, and basic Excel (data entry, tracking, file management).
WE Value:
- Hands-on use of WAWF/iRAPT for submitting Receiving Reports and invoices, uploading documents, and tracking acceptance.
- Ability to generate and print shipment labels and documents, including MIL-STD-129 markings, MSLs, packing lists, and commercial invoices.
- Strong documentation and traceability control, including managing CoCs, lot/heat numbers, and matching paperwork to shipped material.
- Experience coordinating with warehouse or operations teams to confirm quantities, packaging, and shipment readiness.
- High accuracy and attention to detail, with the ability to meet strict deadlines and prevent shipment/invoicing errors.
- Clear written and verbal communication skills for interacting with internal teams, carriers, or government contacts as needed.
- Ability to interpret basic government contract requirements, including delivery terms, inspection (origin vs destination), and packaging notes to ensure compliance without escalation.
- Problem-solving skills for resolving WAWF rejects, shipment discrepancies, or documentation errors, with the ability to follow corrective steps independently.
OUR Team Members:
Do The Right Thing and we will succeed: We insist on honest and ethical behavior; We treat others respectfully; Our actions are underlined with high integrity; We partner with others who hold these same values.
Go One Better to achieve greatness: We strive to do our best every day; We are curious and seek alternative viewpoints; We value innovation to deliver long-term success; We will not accept the status quo and tirelessly seek to improve.
Customer First balanced with Company results: We serve our customers with a sense of urgency; We strive to anticipate our customer’s needs; We work with our customers to ensure we are providing them the best solutions they value; We help to deliver the long-term success of our company.
WE DO what we say: We seek clarity and understanding; We follow through on our commitments; We respectfully challenge and collaborate to achieve mutual success; Once we agree, we move forward and make no excuses.
Together we win: We respect and value each other’s thoughts and opinions; We make the time to develop meaningful relationships; We seek new opportunities to continuously learn: We never miss an opportunity to bring out the best in others.
Make a career at SUPPLY TECHNOLOGIES:
Career Development: Success starts from within, and we will help you chart your path from which you can enhance your career evolution.
Supply Technologies provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Job Type: Full-time
Work Location: On Site
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.