Summary:
The office administrator provides administrative support to all departments and management at the site. They will be answering phone calls and supports visitors.
Essential Duties and Responsibilities:
- Answer and direct incoming telephone communications to appropriate parties or take messages.
- Greet visitors and issue appropriate visitor badges and notify host of their arrival.
- Complete and record necessary ITAR documentation.
- Ensure the entry, lobby, and waiting area are properly maintained, stocked and welcoming. This includes any plants that are in those areas.
- Assist in maintaining the office building's working condition by scheduling facility maintenance as needed.
- Manage, procure, and maintain the stock of office supplies for the site location. Also keeping the area clean and in order.
- Responsible for outgoing mail and distribution of incoming mail.
- Responsible to ensure all conference rooms, break rooms are cleaned and stocked with proper items.
- Make copies, scan files and performs other clerical functions for all departments at the site.
- Organize travel by booking accommodations and reservations needs as required for the site.
- Maintain a detailed travel log and ensures it is up to date regularly.
- Assist Human Resources in time keeping and accurate payroll processing and collect receipts for Human Resources when credit card is used for travel.
- Assist in the coordination of events as necessary; this includes breakfast, lunch, and snack accommodations for visitors or company sponsored functions.
- Prepare/assist with new hire and termination documentation and manage, organize, and secure employee information provided to Human Resources.
- Assist with administration of AIT branded merchandise web store and promotional items.
- Assistance with AIT’s quarterly newsletter.
- Perform other duties as assigned.
Education Requirements:
- High School Degree or GED required.
Work Experience Requirements:
- Over one-year of experience in an administrative position required.
Work Authorization/Security Clearance Requirements:
Work Conditions:
Environment Type:
- Indoor. Production and Office Environment. Temperature Controlled.
Exposure Types:
- Dirt, dust, grease and/or oil
- Noisy environment
Work Hours:
- Standard work schedule, overtime may be necessary for meeting deadlines or emergent conditions.
Travel Requirements:
- This position may involve travel up to 10% of the time.
Competencies- Knowledge, Skills and Abilities:
Competencies are a list of needed knowledge, skills, and abilities to successfully accomplish the responsibilities of the job.
- Perform day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Work in a high energy, high volume, rapidly changing environment.
- Take personal responsibility for the quality and timeliness of work and achieves results.
- Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Clear and effective communication skills in both written and spoken forms.
- Understand how to use the computers, including such tasks as turning the computer on and off, locating and opening files, navigate to websites, perform searches, and download files.
- Knowledge of computer applications including email, databases, word-processing program and spreadsheets (such as Microsoft Office).
- Provide excellent service to internal and external customers.
- Respond sensitively and appropriately to the needs and feelings of different people in different situations.
- Maintain confidentiality while processing and handling confidential information with discretion.
- Excellent organizational and time management skills.
- Work collaboratively and build strategic relations with colleagues, coworkers, and contractors.
- Ability to earn trust, maintain positive and professional relationships, and contribute to a culture of inclusion.
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. Please see Human Resources for detained information for each physical demand.
- Light work that includes moving objects up to 20 pounds.
- Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
- Prolonged periods sitting at a desk and working on a computer.
- Repeating motions that may include the wrists, hands and/or fingers.
AIT Safety - AIT enforces a safety culture whereby all employees have the responsibility for continuously developing and maintaining a safe work environment. As appropriate, each employee is responsible for completing all training requirements. All employees that work in or enter the production environment are required to wear personal protective equipment.
AIT Quality - It is our policy to provide quality products and services that meet customer expectations and delivery requirements. Accordingly, each employee must conform to the AIT Quality Policy and carry out job activities in compliance with applicable AIT Quality System documents and customer contracts. Each employee must read and understand his/her Quality Management and Customer Satisfaction responsibilities.
AIT Procedure Compliance - Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to his/her job.
Security Clearance Statement - This position may require a government security clearance; you must be a US Citizen for consideration.
ITAR Requirements - To conform to U.S. Government commercial space technology export regulations, including the International Traffic in Arms Regulations (ITAR), 8 U.S.C. § 1324b(a)(3), applicants for employment at AIT must be a U.S. citizen or national, lawfully admitted for permanent residence into the U.S. (i.e. current green card holder), or lawfully admitted as a refugee or granted asylum under 8 U.S.C. § 1157-1158.
Equal Employment Opportunity - AIT is proud to be an Equal Opportunity Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated work force. AIT hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that nurtures trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law.
Affirmative Action and Disability Accommodation - Applicants wishing to view a copy of AIT’ s Affirmative Action Plans, or applicants requiring a reasonable accommodation in order to participate in the application and/or interview process, please contact us at askhr@aint.com.
