Documentation Operations Assistant Sr - N2

Standard Job Description

The Calibration Lab Administrative Aide provides critical administrative and coordination support for the lab's high-volume calibration operations. This role serves as the primary point of contact for vendor asset processing, calibration certificate management, inventory tracking, and shipment coordination, ensuring all measurements remain traceable, compliant, and efficiently processed. The position handles approximately 240 inbound/outbound asset operations weekly and supports the lab's commitment to reliable, traceable measurements while fostering strong vendor partnerships. Performs operational duties in support of regulatory, security, and industry practices compliance documentation. Coordinates the verification, approval, and processing of document revisions and tracks document activity to ensure timeliness and process efficiency.

Key Responsibilities

1. Receiving & Routing: Verify, document, and route ~120 calibration assets daily across ~4 days per week; place assets on the Ready-For-Use shelf.

2. Return Processing: Prepare 120 outbound assets weekly for return; complete associated paperwork and documentation.

3. Certificate Management: Digitize and scan incoming calibration certificates; upload to CMS ensuring traceability and Command Media compliance.

4. Vendor Coordination: Manage vendor qualification tracking; review weekly quotes and portal alerts; coordinate purchase orders, funding, and shipment preparation for ~6 received vendor assets per week.

5. Shipping & Logistics: Prepare shipping documentation, labels, and arrange carrier pickup for outbound and inbound calibration assets.

6. Asset Management Coordination: Update inventory records; reconcile government/property assets; support audits by aligning lab inventory with Asset Management systems.

7. Communication & Reporting: Draft and send status emails to requestors; prepare weekly summary emails for Lab Manager and Asset Management; pull data for monthly performance dashboards.

8. Process Support: Assist with monthly process improvement meetings; contribute to vendor scorecard development; support contract/SLA reviews and billing reconciliation.

Basic Qualifications

• High school diploma or equivalent; associate's or technical certification in metrology, administration, or related field preferred.
• 1+ year of experience in administrative support, calibration lab operations, logistics, or vendor coordination.
• Proficiency with CMS, spreadsheet software (Excel), and document management systems.
• Strong attention to detail with ability to manage high-volume data entry and documentation.
• Excellent written and verbal communication skills for coordinating with internal teams and external vendors.
• Ability to work independently and prioritize tasks in a fast-paced lab environment.
• U.S. citizenship and ability to obtain interim secret clearance prior to start.

Desired Skills

• Prior experience in metrology, calibration, or asset management environments.
• Familiarity with government/property asset tracking protocols.
• Experience with purchase order processing, funding approval workflows, or vendor qualification management.

Pay Information

Full-Time Salary Range: $32000.00 - $59400.00

At Lockheed Martin, we know mission success starts with taking care of our people. Our Total Rewards program is designed to attract top talent, support your well-being, and help you grow-both professionally and personally.

The salary range for this position is as listed on the requisition. Please note that the salary information listed is a general guideline only. Lockheed Martin considers factors such as (but not limited to) scope and responsibilities of the position, candidate''s work experience, education/ training, key skills as well as market(work location) and business considerations when extending an offer.

Benefits offered: Medical, Dental, Vision, Flexible work arrangements and schedules (e.g., 4x10), 401(k) match, Paid time off, Holidays, Parental Leave, EAP, Flexible Spending Accounts, Education Assistance, Life Insurance, Short-Term Disability, and Long-Term Disability.

• Annual short-term and/or long-term incentive compensation programs may be offered depending on the position. Payments under these annual programs are not guaranteed and can vary from year to year and are tied to a range of performance metrics.
• For (Washington state applicants only) Non-represented full-time employees: accrue at least 10 hours per month of Paid Time Off (PTO) to be used for incidental absences and other reasons; receive at least 90 hours for holidays. Represented full time employees accrue 6.67 hours of Vacation per month; accrue up to 52 hours of sick leave annually; receive at least 96 hours for holidays. PTO, Vacation, sick leave, and holiday hours are prorated based on start date during the calendar year.