Office Administration

AIT•Plano, TX

2d•Onsite

About The Position

The office administrator provides administrative support to all departments and management at the site. They will be answering phone calls and supports visitors.

Requirements

High School Degree or GED required.
Over one-year of experience in an administrative position required.
Must be a US citizen for consideration.
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.
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.

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.
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.