Engineering Administrative Assistant I

AAON, Inc.•Tulsa, OK

1d•Onsite

About The Position

This position provides a wide range of administrative and clerical tasks to ensure the efficient and effective operation of the Engineering team. The role supports management, staff, and customers, helping to maintain a well-organized and productive work environment. AAON has been at the forefront of the HVAC industry since 1988, providing cutting-edge solutions for commercial and industrial indoor environments. The company is dedicated to designing and manufacturing highly configurable equipment to meet client needs, delivering efficiency, performance, and long-term value, and is driven by a commitment to innovation and sustainability.

Requirements

Minimum of a high school diploma or equivalent.
Demonstrates strong interpersonal, verbal and written communication skills.
Ability to handle sensitive information with discretion and integrity.
Demonstrates accuracy in document handling, data entry, and maintaining records with a high attention to detail.
Ability to manage multiple tasks and prioritize effectively.
Possesses strong computer proficiency with experience with Microsoft Office.
Professional and friendly when interacting with clients, vendors, and visitors.
Comfortable with learning new tools or processes.
Works effectively in a fast-paced, high-pressure, team environment.

Nice To Haves

Administrative experience preferred.

Responsibilities

Organizes and manages R&D files, documents, and records.
Schedules and coordinates customer lab tours.
Handles phone calls and emails, directing inquiries as needed.
Maintains office supplies and equipment, reordering as necessary.
Drafts, proofreads, and distributes communications via email and Communication Board.
Serves as a point of contact between NAIC, clients, vendors, and stakeholders.
Prepares meeting rooms, including catering arrangements when needed.
Assists with organizing company events and gatherings.
Maintains physical and electronic filing systems, ensuring documents are easily accessible.
Uses office software (e.g., word processors, spreadsheets, presentations).
Greets and assists visitors and clients in a professional manner.
Ensures an organized and clean office environment.
Supports ad-hoc tasks and projects as assigned.
Contributes to a positive and energetic work atmosphere.
Assesses customer needs during witness tests to ensure satisfaction.
Maintains records for Engineering and Lab budgets and inventory.
Distributes accurate communications to lab employees.
Tracks and manages office and tool inventory.
Reports inefficiencies in processes to supervisors.
Submits required documentation to safety and security departments.