Administrative Support Specialist

AeroFlow Technologies • Flagstaff, AZ

2d • Onsite

About The Position

The Administrative Support Specialist plays a critical role in ensuring the smooth and efficient operation of our manufacturing facility's administrative functions. This position is responsible for managing a variety of clerical and organizational tasks that support production teams, management, and other departments. The successful candidate will coordinate communication, maintain accurate records, and assist in the preparation of reports and documentation essential to manufacturing processes. By providing reliable administrative support, this role helps to optimize workflow, reduce operational bottlenecks, and enhance overall productivity. Ultimately, the Administrative Support Specialist contributes to maintaining a well-organized, compliant, and responsive manufacturing environment.

Requirements

• High school diploma or equivalent
• 2+ years of administrative or office coordination experience, preferably in manufacturing, logistics, or distribution
• Proficiency with Microsoft Office (Word, Excel, Outlook) and comfort learning ERP systems
• Excellent organizational skills, attention to detail, and ability to prioritize competing tasks
• Strong written and verbal communication skills, with a customer-focused mindset
• Proven ability to work independently and as part of a cross-functional team

Nice To Haves

• Associate’s degree in Business Administration, Office Management, or related field
• Experience with shipping software (e.g., UPS WorldShip, FedEx Ship Manager)
• Familiarity with HRIS and basic accounting processes
• Exposure to lean manufacturing or Six Sigma methodologies
• Basic understanding of IT hardware/software lifecycles and ticketing systems

Responsibilities

• Manage inbound calls, route inquiries, and maintain a professional front-desk presence
• Greet visitors, coordinate meeting room logistics, and handle mail sorting/distribution
• Prepare, review, and file shipping documents, including bills of lading, packing lists, and export forms
• Enter shipping data into ERP system and track logistics metrics for weekly reports
• Maintain office supply inventory, negotiate with vendors, and submit purchase requisitions
• Assist in onboarding: collect new-hire paperwork, set up benefits enrollment, and schedule orientation sessions
• Route invoices, expense reports, and purchase orders to Cookeville accounting; follow up on approvals and discrepancies
• Coordinate with IT for hardware provisions, software installations, user account setups, and front-line troubleshooting
• Implement and maintain standard operating procedures for administrative tasks
• Plan and execute on-site events, training sessions, and safety meetings, liaising with HR and facilities teams

Benefits

• medical, dental, and vision insurance
• paid vacation
• paid personal time
• various opportunities to give back to your local community
• opportunities for learning and professional development
• in-house training on subjects like front-line supervisor essentials, how to manage conflict in the workplace, and many others

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED