BUSINESS OPERATIONS ADMINISTRATOR

Aero Simulation, Inc.•Tampa, FL

3d•Onsite

About The Position

This role plays a pivotal part in orchestrating all internal and external events for Aero Simulation, Inc., ranging from external customer meetings to initiatives aimed at bolstering employee morale. Apart from aiding the Human Resources and Finance teams, this position liaises with other departmental groups when necessary. Ensuring top-notch customer service and strict adherence to company standards is of utmost priority. This is an on-site position and is not eligible for telework, work from home or remote employment.

Requirements

Minimum one year experience in a general office/administrative support environment, with HR or finance background preferred.
Must possess superior customer service skills with excellent interpersonal skills that can communicate effectively with various levels of the organization including, but not limited to employees, group leaders, directors, government customers, and candidates for employment.
Must have strong working knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Visio, Teams) with intermediate to advanced working knowledge of Microsoft Excel (preferred) and show a willingness to learn and master other software programs as needed.
Must be extremely detail oriented, well organized and able to prioritize multiple tasks in a fast-paced environment.
Must manage time efficiently with the ability to effectively balance multiple events at different stages, adapt to changes in the work environment and be able to deal with frequent changes, delays or unexpected events.
Must reliably and consistently attendance, follow instructions, respond to management direction and accepts/acts upon feedback to improve performance.
Must have the proven ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion.
Must be personable, upbeat, and professional communication style.
Professional demeanor and appearance.
U.S. Citizenship Required: As a federal contractor supporting the U.S. warfighter, it is required that all employees in this role be United States citizens in compliance with government contract and security requirements.
Must be able to successfully pass an initial background screening.
Must be able to obtain and maintain an active Department of Defense (DoD) security clearance. The selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information, as required by the position.
Work Schedule Flexibility: Occasional overtime and alternate shifts may be required to meet customer schedules, critical deadlines, or program milestones.
Travel Requirements: Must be able and willing to travel domestically and, on occasion, internationally to customer sites, partner locations, or project meetings in support of contract objectives.
Drug-Free Workplace: ASI maintains a Drug-Free Workplace. Applicants and employees are subject to pre-employment and random drug testing in accordance with company policy.
Employment Contingency: All employment offers are contingent upon the successful completion of all background checks, security clearance requirements, and drug-screening results.
Ability to multi-task in fast-paced dynamic environment.
Required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard.
Required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
Ability to perform travel via common modes of transportation to include vehicle or airplane.
Ability to lift up to 30 pounds without assistance.

Nice To Haves

General knowledge of Human Resources operations/procedures (preferred).
Experience planning, coordinating, and executing events, meetings, celebrations and more.
Experience in entry-level project management.
Experience providing administrative support for events.
Experience coordinating with vendors (suppliers) and stakeholders during event planning and execution.
Associates degree in business, Human Resources or Finance (Preferred)

Responsibilities

Serve as the primary contact for guests, providing a warm welcome and managing security protocols.
Operate the front desk phone, routing calls and messages efficiently.
Oversee the scheduling of conference rooms and event calendars.
Handle incoming mail and manage express mail services.
Procure, stock, and distribute office supplies.
Draft, compose, and oversee various written materials, ensuring precision and quality.
Maintain and report data in designated computer systems.
Function as a Notary.
Lead and support varied special projects, encompassing research, presentations, and analyses.
Ensure work area and common areas are clean, organized and presentable at all times.
Perform other relevant administrative tasks as needed.
Coordinate logistics for industry events involving ASI, to include, but not limited to employee registration and travel arrangements.
Manage internal and external meetings, particularly those involving external attendees to include meals, activities and/or travel (when required).
Facilitates an internal committee that develops a company-wide calendar of employee events that provide meaningful experiences for employees (and on occasion, the employee’s family).
Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event to maximize return on investment.
Scout event venues and caterers, ensuring the best fit.
Maintains Morale Events budget by tracking expenditures and updating status of morale budget in preparation for bi-weekly staff meetings.
Manage event invitations and attendance.
Deliver post-event reports, analyzing successes and areas for enhancement.
Coordinates employee volunteer and community activities such as blood drives, adopt-a-street, school supply drives, etc.
Provides an After-Action Report on all events to include the event name, type of event, intended audience, number of attendees, identify what worked well and identify opportunities for improvement.
Processes paperwork and performs a variety of clerical/data entry tasks to support Human Resources and/or finance administration.
Verifies and reviews HR and/or finance documents and reports for completeness and conformance with established regulations policies and procedures.
Coordinates interview schedule to include room reservations, completion and tracking of pre-interview paperwork, etc.
Provides administrative support while onboarding new employees to include addition to organizational chart, seating chart, ASI shirt order, etc.
Provides support to the HR department for training and professional development events to include event logistics, tracking, and more.
May assist with accounting tasks, accounts payable, accounts receivable, preparing invoices, monthly/year end closeout, or audits.