Administrative Specialist (RQRM)

About Mach Industries

Founded in 2022, Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. At the core of our mission is the commitment to delivering scalable, decentralized defense systems that enhance the strategic capabilities of the United States and its allies. With a workforce of approximately 350 employees, we operate with startup agility and ambition.

Our vision is to redefine the future of warfare through cutting-edge manufacturing, innovation at speed, and unwavering focus on national security. We are dedicated to solving the next generation of warfare with lethal systems that deter kinetic conflict and protect global security.

The Role

Mach Energetics Technical Services Division is seeking an Administrative Specialist to provide administrative and budget execution support to the Propellants Branch (RQRM). The individual will support day-to-day office operations, assist with budget tracking and execution activities, and ensure timely communication and organization across government and contractor teams in a fast-paced environment.

Key Responsibilities

• Prepare and track financial and performance reports in support of RQR division and branches planned budget execution as applicable.

• Attend financial execution and program management meetings for the division, branch, and program manager(s) as applicable.

• Assist in the preparation and gathering of program/project funding documents and contracting packages ensuring compliance with all AF/SF regulations and guidance. Forms used may include: AF Form 9, Market Research Report, vendor quotes, or others as government guidance dictates.

• Provide management and administrative support to the Branch Government Purchase Card(s) (GPC). Duties will include: Receiving purchase requests and formatting to GPC logbook standards, researching, and verifying mandatory sourcing for original and replacement orders if an item was canceled, obtaining records including, but not limited to: Purchase Requests, Order Confirmations, Cancellations, Receipts, Invoices, and Proof of Receipts included in the GPC cardholder(s) books (electronic and/or paper). The contractor(s) will have a working knowledge of these documents and be able to assist the government cardholder(s) during monthly GPC reconciliations. The contractor(s) may be requested to attend annual GPC audits with GPC cardholder(s).

• Maintain required RQRM bulletin boards across assigned locations.

• Pick up mail from LMCA and disburse mail to the mailboxes in the mail room twice per week.

• Maintain a log of all RQRM safety, SOPs, Permits, and other documents that need to be reviewed and re-approved on a regular basis. Notify the appropriate government personnel of upcoming documents that need to be renewed at least forty-five (45) days prior to its renewal date. Track progress of each document through the approval process.

Required Qualifications

• 1+ years experience in an administrative setting or customer service.

• High School Diploma or GED.

• Excellent customer service/interpersonal communication skills.

• Experience with the use of computer systems with intermediate skills in Microsoft Office and various software programs.

• Understanding databases and financial systems.

• The individual must have a valid, state issued, driver’s license and minimum California car insurance.

Preferred Qualifications

• Associate degree

• Prior experience working on a military installation or directly supporting Air Force/Space Force operations.
  

WAGE DETERMINATION ALIGNMENT

Per Wage Determination No. 2015-5603, Revision No. 30: This position uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The General Clerk III selects from alternative methods and refers to problems not solvable by adapting or interpreting substantive guides, manuals, or procedures. Typical duties include: assisting in a variety of administrative matters; maintaining a wide variety of financial or other records (stored both manually and electronically); verifying statistical reports for accuracy and completeness; compiling information; and handling and adjusting complaints.

The General Clerk III may also direct lower-level clerks. Positions above level IV are excluded. Such positions (which may include supervisory responsibility over lower-level clerks require workers to use a thorough knowledge of an office's work and routine to: 1) choose among widely varying methods and procedures to process complex transactions; and 2) select or devise steps necessary to complete assignments. Typical jobs covered by this exclusion include administrative assistants, clerical supervisors, and office managers.

Disclosures

This position may require access to information protected under U.S. export control laws and regulations, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). Please note that any offer for employment may be conditioned on authorization to receive software or technology controlled under these U.S. export control laws and regulations without sponsorship for an export license.

Mach participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

The salary range for this role is an estimate based on a wide range of compensation factors, inclusive of base salary only. Actual salary offers may vary based on (but not limited to) work experience, education and training, critical skills, and business considerations. Highly competitive equity grants are included in most offers and are considered part of Mach’s total compensation package. Mach offers benefits such as health insurance, retirement plans, and opportunities for professional development.

Mach is an equal opportunity employer committed to creating a diverse and inclusive workplace. All qualified applicants will be treated with respect and receive equal consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, national origin, disability, uniform service, Veteran status, age, or any other protected characteristic per federal, state, or local law, including those with a criminal history, in a manner consistent with the requirements of applicable state and local laws. If you’d like to defend the American way of life, please reach out!