SUMMARY
The Program Management Analyst owns order-to-cash administration for an assigned set of customer programs, from quote through invoice and collection. The role keeps every contract review, sales order, revision, consigned-material receipt and milestone bill accurate and on time, so Program Managers can focus on customer relationships and growth.
The analyst also maintains the program data behind Quarterly Business Reviews, including A/R, excess inventory, and forecast versus PO backlog.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Quotes and New Orders
- Enter and close out all SOWFs (quotes, hard orders, rev ups). Deliver quotes and follow up for customer feedback.
- Process new customer POs end to end: assemble the contract review package (kickoff form, PO, T&Cs), obtain all approval signatures, complete the PO Kickoff Form, and file the full package to the cloud.
- Enter sales orders and confirm work orders are created.
- Enter DPAS ratings for U.S. Government rated orders and document them in the sales order line text.
- Write MCNs and gather all supporting documentation.
Changes and Revisions
- Request and track customer PO change orders. Process PO updates, update the affected sales and work orders, and file change orders to the cloud.
- Execute work order and sales order revisions (rev ups).
- Maintain all sales order dates and create SOAR forms as needed.
Customer-Supplied Material and Shortages
- Confirm consigned material arrival dates with customers and process incoming consigned material, including PCR POs.
- Resolve receiving discrepancies, including customer approval to receive, and create PRE work orders for altered parts.
- Run shortage reports and close shortages with the customer (customer stock, approved alternates).
- Act as liaison between Purchasing and the customer on Microboard POs for customer-supplied parts.
- Schedule and execute excess material sellbacks, and coordinate pull, prep and shipment for customer part sales.
Billing and Collections
- Enter and transact ZZ lines. Obtain FAI reports from Quality, upload them to the customer's secure FTP site, and bill the associated ZZ lines.
- Enter and invoice milestone payments, reconcile with discounts where required, and document them in the sales order line text.
- Secure funding for unplanned NRE (tape and reel, carriers, fixtures, extra labor): request the PO, follow up to receipt, add sales order lines, and invoice.
- Resolve and collect overdue A/R with customer A/P departments.
Customer Communication and Program Data
- Establish and maintain access to customer secure FTP sites and manage controlled files (TDPs, test documentation, FAIs).
- Coordinate with Shipping so customers receive shipment notification emails.
- Respond to customer requests promptly and route issues to the right owner.
- Prepare program data for Quarterly Business Reviews: A/R, excess inventory, forecast versus PO backlog, and other program metrics.
- Flag new opportunities raised by existing customers to the Program Manager and turn related quotes quickly.
Other duties may be assigned.
QUALIFICATIONS
Required
- 2+ years in order administration, contracts, customer service or program coordination, preferably in manufacturing or EMS.
- Hands-on experience entering and maintaining sales orders and work orders in an ERP system.
- Strong Excel skills (pivot tables, lookups) and proficiency in Microsoft Office.
- A record of accurate, detail-heavy work under deadline.
- Must be a U.S. person as defined by ITAR (22 CFR 120.62). This position requires access to export-controlled technical data.
Preferred
- Associate's or bachelor's degree in business, supply chain or a related field.
- Exposure to defense or aerospace requirements such as DPAS, FAI (AS9102) and controlled technical data.
KEY COMPETENCIES
- Accuracy. Catches errors before they reach the customer or the invoice.
- Ownership. Follows every open item to closure without being reminded.
- Prioritization. Manages many customers and deadlines at once and knows what to escalate.
- Communication. Communicates clearly and professionally with customers and internal teams.
- Initiative. Works independently and is comfortable pushing customers for overdue POs, approvals and payments.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee is frequently required to sit, use a computer and phone, and talk or hear. The employee occasionally stands and walks, including visits to the production floor and stockroom.
- The employee occasionally lifts and/or moves up to 25 pounds.
- Specific vision abilities include close vision and the ability to adjust focus for extended computer work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed primarily in an office setting. The employee is occasionally exposed to moving mechanical parts when on the production floor.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
Specific clothing and/or equipment may be required to perform certain functions and operations. PPE requirements are determined by any of the following:
- Microboard policy
- Safety Data Sheet (SDS) stipulations
- OSHA regulations
EQUAL OPPORTUNITY EMPLOYER
Microboard is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Because this position requires access to export-controlled data, applicants must qualify as U.S. persons under ITAR
