Office Administrator 2

AEVEX • Tampa, FL

2d

About The Position

The main duties of the Office Administrator 2 include welcoming and directing visitors, coordinating meetings and appointments and performing administrative tasks, like responding to messages in emails, Teams, and texts. This person will also need to ensure that visitors and guests meet and follow security protocols along with issuing badges and ensuring completion of Non-Disclosure Agreements.
Essential Functions
Day-to-day administrative tasks, as well as assisting with special projects as assigned
Makes travel arrangements for employees, including booking flights, accommodation, and transportation.
Enters and manages data in spreadsheets, databases, and other software tools.
Coordinates and monitors all aspects of administrative workflow with minimal supervision.
Coordinates and schedules, appointments, vendor visits, material delivery, meetings, and conference calls for staff and management.
Orders and manages office supplies, equipment, and ensuring that necessary materials are available to staff.
Order and manager food and drinks for client meetings and employee lunches.
Receives and distributes incoming and outgoing mail
Type miscellaneous forms, reports, correspondence and other documents as necessary
Serves visitors by greeting, welcoming, and assisting them appropriately.
Ensure visitors and guests meet and follow security protocols, including verification of clearances and completions of Non-Disclosure Agreements.
Coordinate with the host of visitors and guests coming onsite to ensure compliance with Policy and Security.
Coordinates internal and external events.
Help maintain office calendar.
File, copy, scan, and edit documents and coordinate external printing projects.
Coordinate on facilities matters as required.
Performs other related duties as necessary or assigned.
Standard Essential Functions
Regular and reliable attendance on a full-time basis [or in accordance with posted schedule].
Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
Embodies AEVEX’s cultural values and aligns daily actions with department goals and company culture.

Requirements

• Security Clearance -Ability to obtain/maintain a Top-Secret DoD clearance, U.S. Citizenship required.
• Strong understanding of standard office administrative practices and procedures, including the use of standard office equipment
• Excellent organizational skills and the ability to multi-task under pressure
• Ability to handle sensitive/confidential information
• Ability to work well in a team environment
• Ability to multitask and prioritize tasks effectively
• Independent thinking and good judgement
• Attention to detail and accuracy in record keeping
• Ability to work quickly and proficiently to meet deadlines while maintaining a high level of accuracy
• Excellent Microsoft Office skills, including Word, Excel, and Outlook
• Proficiency in English language, including correct usage, spelling, grammar, and punctuation.
• High school degree or GED required

Nice To Haves

• At least 3 years of experience preferred

Responsibilities

• Welcoming and directing visitors
• Coordinating meetings and appointments
• Performing administrative tasks, like responding to messages in emails, Teams, and texts
• Ensuring that visitors and guests meet and follow security protocols along with issuing badges and ensuring completion of Non-Disclosure Agreements
• Day-to-day administrative tasks, as well as assisting with special projects as assigned
• Makes travel arrangements for employees, including booking flights, accommodation, and transportation.
• Enters and manages data in spreadsheets, databases, and other software tools.
• Coordinates and monitors all aspects of administrative workflow with minimal supervision.
• Coordinates and schedules, appointments, vendor visits, material delivery, meetings, and conference calls for staff and management.
• Orders and manages office supplies, equipment, and ensuring that necessary materials are available to staff.
• Order and manager food and drinks for client meetings and employee lunches.
• Receives and distributes incoming and outgoing mail
• Type miscellaneous forms, reports, correspondence and other documents as necessary
• Serves visitors by greeting, welcoming, and assisting them appropriately.
• Ensure visitors and guests meet and follow security protocols, including verification of clearances and completions of Non-Disclosure Agreements.
• Coordinate with the host of visitors and guests coming onsite to ensure compliance with Policy and Security.
• Coordinates internal and external events.
• Help maintain office calendar.
• File, copy, scan, and edit documents and coordinate external printing projects.
• Coordinate on facilities matters as required.
• Performs other related duties as necessary or assigned.
• Regular and reliable attendance on a full-time basis [or in accordance with posted schedule].
• Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
• Embodies AEVEX’s cultural values and aligns daily actions with department goals and company culture.

Benefits

• AEVEX provides a full suite of comprehensive benefits, including a 401(k)-retirement plan, comprehensive Medical, Dental, Vision, Disability and Life insurance group coverage with a portion of the premiums paid by the company, professional development funds, and an Employee Assistance Plan (EAP) with counseling, legal help, child and elder care support, among other benefits for qualified employees.

What This Job Offers

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