Logistics & Administrative Coordinator - CXO MX

Job Summary

Full-time position based in Conroe, Texas at Conroe-North Houston Regional Airport. CXO MX, LLC, an aircraft maintenance shop and wholly owned subsidiary of High Performance Aviation, LLC, is seeking a dedicated Logistics & Administrative Coordinator to manage daily administrative functions and logistical support for our aircraft maintenance department. This role acts as a key liaison between customers, technicians, and vendors to ensure timely scheduling, accurate documentation, efficient parts flow, and proper tool control. The ideal candidate is detail-oriented, organized, and comfortable operating in a fast-paced aviation environment where operational excellence is our priority.

Key Responsibilities

Administrative Duties

• Serve as the first point of contact for customer inquiries and job scheduling
• Create and manage work orders in QuantumMX (QMX) based on approved scopes of work
• Prepare and send invoices; track deposits and final payments
• Maintain electronic and physical aircraft records, logbook entry templates, and job files
• Support internal communications regarding job status, delivery timelines, and upcoming inspections
• Record financial transactions and assist with QuickBooks-based accounting (invoicing, billing, payment tracking)

Logistics Duties

• Coordinate parts sourcing, ordering, and tracking with approved vendors
• Receive and inspect incoming parts for damage, accuracy, and traceability
• Maintain inventory of expendables, consumables, and rotables
• Track tool check-out/check-in, calibration status, and work order assignment
• Communicate with vendors on shipping delays, pricing, and order discrepancies

Cross-Functional Support

• Assist the DOM and Chief Inspector with document control and manual updates
• Support the Training Coordinator by tracking technician training status if needed
• Help coordinate field service or mobile maintenance dispatch (if applicable)

Qualifications

Minimum Qualifications

• High school diploma or equivalent (Associate's degree preferred)
• 2+ years of experience in aviation, automotive, or industrial logistics/administrative roles
• Strong proficiency with digital tools including QuantumMX (QMX), Excel, QuickBooks, and billing software
• Excellent written and verbal communication skills
• Detail-oriented with strong multitasking and time management abilities
• Professional attitude and capable of maintaining confidentiality in client and supplier interactions

Preferred Qualifications

• Experience in a General Aviation maintenance or repair station environment
• Familiarity with FAA documentation, Airworthiness Directives (ADs), and maintenance records
• Airframe & Powerplant (A&P) certificate is a strong plus
• Knowledge of aircraft parts, Illustrated Parts Catalogs (IPCs), and MRO inventory systems
• Advanced proficiency in QuickBooks for aviation-related invoicing and payment tracking

Schedule Requirements

• Primary hours: Monday–Friday, full-time, 8 am - 5 pm (in office)
• Occasional weekend or extended hours based on maintenance schedule demands
• Flexibility to support urgent operational needs during peak maintenance periods

Additional Information

• Primary role is in-office at our Conroe, Texas location
• Applications must be submitted through our application portal; email submissions will not be considered
• Opportunity for advancement within our growing aviation maintenance organization

Compensation

Starting Range: $15-32/hour based on experience and certifications. A&P-certified candidates with strong QuickBooks and QuantumMX experience may be eligible for the higher end of the range.

Benefits

• Paid Holidays (eligible after introductory period): New Year's Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Day, + Optional Floating Holiday
• Group Health Insurance: HPA covers 50% of the employee's premium (eligible after 60 days)
• Vacation/Paid Time Off: 1-2 years (1 week), 3-5 years (2 weeks), 6-10 years (3 weeks), 11-20 years (4 weeks) (eligible after 6 months)