Senior Products Administration Supervisor

Senior Products Administration Supervisor
Position Summary
The Supervisor, Products Administration is responsible for providing administrative, financial, and project coordination support for dnata's Product business verticals, including Pharma, CES (Critical and Expedited Services), and Advanced Chip/Semiconductor operations. The role supports invoicing, contractor payment administration, project expenditure tracking, vendor coordination, and reporting activities associated with specialized operational programs and strategic expansion initiatives.
This position works closely with Operations, Finance, Procurement, external contractors, and business leadership to ensure accurate financial administration, timely invoice processing, project documentation management, and effective coordination of specialty product initiatives.

Essential Duties and Responsibilities
Financial Administration & Invoice Review

Review and validate contractor and vendor invoices for accuracy, completeness, and alignment with approved scopes of work.
Coordinate invoice approval workflows and facilitate timely payment processing.
Monitor project-related expenditures and maintain supporting documentation.
Assist with budget tracking, cost reporting, and expenditure reconciliation.
Investigate and resolve invoicing discrepancies with contractors, vendors, and internal stakeholders.
Support month-end financial reporting activities related to specialty product operations and projects.

Project Coordination & Expansion Support

Provide administrative and project support for facility expansions, infrastructure improvements, and other strategic initiatives, including the 19th Street project and future expansion projects.
Maintain project records including contracts, approvals, invoices, change orders, and supporting documentation.
Track project milestones, vendor deliverables, and payment schedules.
Coordinate activities among Operations, Finance, Procurement, Engineering, and external contractors.
Prepare project status updates and cost-tracking reports for management review.

Vendor & Contractor Administration

Maintain contractor agreements, vendor files, insurance certificates, and compliance documentation.
Support procurement and contract administration activities.
Monitor contract terms, expiration dates, and renewal requirements.
Ensure compliance with company purchasing and approval procedures.

Specialty Products Business Support

Support operational and commercial activities related to Pharma, CES, and Advanced Chip/Semiconductor logistics programs.
Compile and analyze operational and financial data for management reporting.
Assist in preparing business reviews, presentations, and executive summaries.
Support implementation of new specialty product initiatives and service offerings.
Identify opportunities to improve administrative processes, reporting accuracy, and financial controls.

Reporting & Documentation

Generate recurring reports related to project expenditures, contractor activity, and operational performance.
Maintain accurate business records and project documentation.
Support audits and internal reviews by providing financial and operational documentation.
Ensure proper document retention and reporting compliance.

Qualifications

Strong financial and analytical skills.
Experience reviewing invoices and contractor payment requests.
Proficiency in Microsoft Excel, Word, PowerPoint, and business reporting systems.
Strong organizational and document management skills.
Ability to manage multiple projects and competing priorities.
Excellent written and verbal communication skills.
Ability to work independently and collaboratively across departments.
Strong attention to detail and commitment to accuracy.
Three (3) to five (5) years of experience in business administration, project coordination, financial administration, invoicing, contractor management, or related operational support functions.
Experience in logistics, aviation, cargo operations, pharmaceutical logistics, construction project administration, or supply chain operations preferred.

Education

Associate's Degree in Business Administration, Finance, Accounting, Supply Chain Management, Project Administration, or related field preferred.
Equivalent combination of education and experience will be considered.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential functions, provided such accommodations do not create an undue hardship for the Company.