FAE Department Assistant

Employee Magnets • Fort Worth, TX

11d • Onsite

About The Position

The FAE Department Assistant provides administrative and operational support to the Field Applications Engineering (FAE) department to help ensure efficient day-to-day activities. The role supports training record management, meeting coordination, purchasing processes, departmental reporting, basic IT support, employee communications, and documentation. It requires coordination with supervisors, HR, IT, and procurement teams.

The position is primarily office-based, with occasional support activities on the production floor or in the warehouse. It involves frequent computer and phone use and may require occasional overtime during peak reporting or operational periods. The role may also involve occasionally lifting up to 25 lbs when handling equipment or supplies.

Success in this position means completing administrative tasks on time, coordinating effectively across teams, reporting accurately, responding promptly, and maintaining organized, compliant, audit-ready records.

Requirements

• Associate degree, technical diploma, or equivalent experience in business administration or a related field preferred.
• 1–3 years of experience in administrative support, HR support, procurement, or IT helpdesk roles preferred.
• Strong time management and multitasking abilities.
• Ability to maintain structured records and meet deadlines.
• Basic understanding of laptop systems (Windows/Mac) and user account management.
• Proficiency in Microsoft Office (Excel, Outlook, Word) or Google Workspace.
• Clear, professional communication across organizational levels.
• Ability to handle sensitive information with discretion and professionalism.
• High level of accuracy in data entry and documentation.
• Strong adherence to processes, confidentiality, and compliance standards.
• Ability to lift up to 25 lbs occasionally when handling equipment or supplies.

Nice To Haves

• Familiarity with LMS, ERP, or ticketing systems.
• Microsoft Office Specialist or CompTIA IT Fundamentals certification.

Responsibilities

• Maintain and update onboarding, recurring training, and certification records; track completion and compliance; produce reports; and coordinate training schedules and communications.
• Schedule and organize recurring and ad hoc departmental meetings; prepare invitations, agendas, and materials; and record and distribute minutes and action items as needed.
• Receive, log, and track purchasing requests and supporting documents; follow approval workflows; maintain purchase order, invoice, and vendor communication records; and escalate delays or missing approvals.
• Collect and compile daily department output metrics and KPIs; prepare and distribute standardized reports; maintain historical data; and assist with basic trend analysis and discrepancy identification.
• Track departmental laptops and accessories; provide first-level support for account access, password resets, and software requests; coordinate complex issues with IT; and support equipment provisioning and returns for onboarding and offboarding.
• Respond to routine employee inquiries and minor concerns, escalating employee relations matters to supervisors or HR as appropriate.
• Manage departmental communications, including announcements, shift updates, and emergency notifications.
• Maintain accurate, organized records for training, meetings, purchasing, assets, and reporting; track requests, timestamps, and outcomes; and follow company procedures and record retention standards.
• Collaborate with HR, IT, procurement, and supervisors to complete tasks on time, follow established processes, contribute to continuous improvement, and provide additional administrative support during peak workloads or staffing shortages.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree