Aerospace Administrative Coordinator

Expleo USA is hiring a Aerospace Administrative Coordinator to lead day-to-day office operations in a secure engineering environment and provide project administration support (timekeeping, invoicing coordination, reporting support). This role is the operational hub for the site—partnering with site leadership, project teams, and shared services to keep the office running smoothly and projects administratively on track.

What you’ll do

• Lead daily office operations for a secure engineering site (workplace logistics, coordination with building/security, meeting space coordination)
• Coordinate controlled-access/visitor processes (logs, badges, approved visitor lists, escort coordination) per site procedures
• Maintain administrative control of site access items (e.g., keys, access tracking) as authorized
• Oversee timekeeping coordination: validate completeness/accuracy, resolve exceptions, and support weekly/monthly submissions
• Support billing/invoicing administration: reconcile invoices vs approved hours; route for approvals; maintain trackers and summaries
• Coordinate onboarding readiness items (badges/access prerequisites, customer documentation checklists) and required training logistics
• Support documentation/procedure upkeep and continuous improvement initiatives as directed

What you’ll bring

• Experience in office operations, project coordination, or senior administrative roles (client-facing and/or secure environment preferred)
• Strong judgment and discretion handling sensitive/confidential information
• Excellent organization and prioritization skills in a fast-paced setting
• Strong communication skills and comfort working with cross-functional stakeholders
• Advanced proficiency with Microsoft Office (Excel, Outlook, Teams)

Nice to have

• Experience with timesheets, invoicing coordination, WIP/reporting support, or payroll/finance interfaces
• Experience in a controlled-access or security-conscious office environment
• Experience coordinating training and maintaining compliance-oriented records

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