Customer Support Administrative Assistant

About the Company:

We provide specialized subcontracting and technical assistance services to support clients in the transport and aerospace industries. We work closely with clients to ensure that our solutions meet their needs and exceed their expectations. Our team members are motivated individuals that do remarkable things every day!

Position Summary:

AAA United States, Inc. has partnered with a company in Herndon, VA that is an international pioneer in the aerospace industry. They are a leader in designing, manufacturing and delivering aerospace products, services and solutions to customers on a global scale. A commercial aircraft manufacturer, with Space and Defense they are the largest aeronautics and space company in Europe and a worldwide leader.

The Customer Support Administrative Assistant is responsible for coordinating communications, maintaining records, supporting customer-related processes, and ensuring accurate documentation and timely follow-up.

Essential Functions:

Teams Administrative Support (towards AASC/AASB/AASO): 55%

• Online/Call travel booking support using SAP CONCUR tool, or via travel agent (BCD Travel)
• Update & maintain team travel and vacation team calendars. Monitor vacation/sick report using MyPulse tool 
• Prepare travel expense reports for reimbursement using CONCUR. This includes at least 3 team leaders and potentially some team members, as needed.
• Review travel expense reports from team members to ensure adherence towards Airbus Travel Policy 
• Gather and input updated information related to airlines and needed by management using Salesforce.
• Maintain and distribute customer communications list 
• Authorize and maintain a budget spreadsheet for promotional items. 
• Create PO requisitions and good receipt using Click n’ Buy tool (for primarily general procurement items)
• Manage & monitor monthly travel budget
• Organize and support the management weekly meeting and prepare the minutes. 
• Assist with Customer event organization/meetings and associated booking (knowledge of vFairs (replacement of the Aventri tool)). 
• Organize and support yearly team booster event
• Assist with catering working lunch for team workshops

Operational Administrative Support: 40%

• Administer and coordinate the Know Your Customer (KYC) process for all new Airbus customers and as required for legacy customers.
• Administer and coordinate onboarding documentation and connections which includes:
• Contract customization of the General Data Release Agreement (GDRA), the Maintenance Repair Overhaul Services Agreement (MROSA), the Customer Support Agreement (CSA), the General Terms and Conditions (including addendums), Company Registration, User Entity Administrator Agreement (UEA), quotation, and regular communication with the Administration Team.
• Communicates with Support Contracts staff to ensure all AASC agreements are maintained and up to date in accordance with Airbus policies.
• Ensures the safe storage and/or archiving of signed agreements, legal documents and other records.
• Under the guidance and direction of the CSD for MROs, administers and coordinates other special agreements required for lessors/third parties/consultants/aircraft owners (including P2F)/ MRO as owners for teardowns and other hybrid customers
• Supports the CSD MRO for the liaison with Hamburg EDP Team and administers the US version of the DOSA and EDPSO process with US based Design Organizations and STC Houses.

Additional Responsibilities:

Other duties as assigned: 5%

• Any other needed administrative duties as assigned

• Educated to 2 year Associate's degree level (or equivalent) in business management or a related discipline 
• Excellent interpersonal and communication skills 
• Creative spirit with good management skills 
• Advanced level in English, other languages a plus 
• Autonomous, ability to take initiative, customer focused.
• Works well in a collaborative team environment.
• Present a professional appearance as generally accepted in the business and aerospace environment
• Use of Google Suite products 
• Authorized to work in the US, Able to work in US without current or future need for visa sponsorship  
• 1% (Minimal) Domestic and International travel