Team Coordinator

Title: Team Coordinator

Reports to: Program Manager

FUNCTION:

• The Team Coordinator supports the Rolls-Royce Program team by ensuring accurate execution of customer orders, documentation, and communication within a regulated aerospace and defense environment. This position plays a critical role in maintaining compliance, schedule adherence, and effective coordination across internal functions and customer interfaces.

  Key Performance Outcomes

  • On-time customer responses driven by accurate tracking of RFQs, quotes, and orders.
  • Fully compliant bids, proposals, and sales order documentation.
  • Timely and professional purchase order acknowledgments.
  • Sales orders are aligned with customer PO requirements and internal charter authorization processes.
  • Controlled professional office and visitor management environment.

• Essential Duties

  • Monitor defense and aerospace customer portals (Exostar, DIBBS, iSupply) for RFQs and contract activity.
  • Enter and manage quote data and supporting documentation per company and customer requirements.
  • Track and report quote due dates to program leadership.
  • Support customer documentation requirements, including NDAs and compliance forms.
  • Enter purchase orders and establish electronic sales order records.
  • Create, release, and manage sales order charters to support on-time customer acknowledgment.
  • Review purchase orders for accuracy and identify FAR-related issues or discrepancies.
  • Coordinate communication between customers and internal departments to ensure clarity and compliance.
  • Maintain professional interactions with customers, auditors, and site visitors.
  • Perform administrative and program support tasks as required.
  • Assume other responsibilities as assigned.

• Education and Experience

  • Associate degree in business or related field with three (3) years of experience, or five (5) years of relevant experience.
  • Five (5) years of manufacturing or aerospace administrative support experience preferred.
  • Strong proficiency in Microsoft Office, particularly Excel.
  • Basic knowledge of Federal Acquisition Regulations (FARs).
  • Ability to manage multiple priorities in a compliance-driven environment.

• REQUIRED EXPERIENCE/SKILLS:

  • Has the ability to work well in a team environment, manage deadlines and multiple priorities.
  • Possesses well-developed verbal and written communication skills to interact, build relationships and provide feedback to customers, co-workers and management.
  • Demonstrates problem-solving skills with ability to establish an effective course of action.
• Coordinates and supports the Rolls Royce Spares Program and the Rolls team.

KEY RESULTS AREAS:

• Team members are well informed of deadlines and statuses resulting in on time responses to customer inquiries.
• Bid and proposal, sales order and other required documentation is complete, well organized, and clearly communicated.
• Purchase order acknowledgments meet internal expectations for timeliness and professionalism.
• Sales orders accurately reflect PO requirements and internal chartering process is completed in a timely manner.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Monitor various prospective customers’ on-line sites and portals (such as Exostar, I-supply, etc. for new RFQ opportunities or orders placed).
• Create quote folder consistent with departmental processes.
• Monitor inquiry due dates and report upcoming dates to the Program Manager.
• Assist in the completion of customer documentation (NDA’s, etc. as needed).
• Receive purchase orders and set up sales orders; record and communicate any special requirements.
• Create and issue sales order charters.
• Track and report progress towards meeting organizational goal of PO acknowledgement within 10 days after receipt of purchase order.
• Submit PO acknowledgements to customer upon completion.
• Interact with customers and act as the voice of the customer as needed.
• Provide other administrative assistance as necessary.
• Act as a back-up for the reception desk as needed.
• Assume other responsibilities as assigned.

REQUIRED EDUCATION/KNOWLEDGE:

• Minimum of an associate degree in a business-related field and at least three years related experience or a minimum of five years related experience required.
• Five years of manufacturing based administrative experience in a sales/engineering support role is preferred.
• High level of proficiency using Microsoft Office Suite: Word, Excel [graphs, charts] is required.

REQUIRED EXPERIENCE/SKILLS:

• Has the ability to work well in a team environment, manage deadlines and multiple priorities.
• Possesses well-developed verbal and written communication skills to interact, build relationships and provide feedback to customers, co-workers and management.
• Demonstrates problem-solving skills with ability to establish an effective course of action.

Equal Opportunity Employer M/F/D/V

All applicants will be considered for this position based upon experience and knowledge, without regard to race, color, religion, national origin, sexual orientation, ancestry, marital, disabled or veteran status. GTC is committed to creating and maintaining a workforce environment that is free from any form of discrimination or harassment.