Office Administration

About the role

The office administrator provides administrative support to all departments and management at the site. They will be answering phone calls and supporting visitors. They also manage, procure, and maintain office supplies, ensure the cleanliness and organization of the entry, lobby, and waiting areas, and assist with various clerical tasks.

Responsibilities

• Answer and direct incoming telephone communications to appropriate parties or take messages.
• Greet visitors and issue appropriate visitor badges, notifying hosts of their arrival.
• Complete and record necessary ITAR documentation.
• Ensure the entry, lobby, and waiting area are properly maintained, stocked, and welcoming, including any plants in those areas.
• Manage, procure, and maintain the stock of office supplies for the site location.
• Keep the area clean and in order.
• Manage and distribute outgoing and incoming mail.
• Clean and stock conference rooms and break rooms with proper items.
• Make copies, scan files, and perform other clerical functions for all departments at the site.
• Organize travel by booking accommodations and reservations as required for the site.
• Maintain a detailed travel log and ensure it is up to date regularly.
• Aid Human Resources in timekeeping and accurate payroll processing, collecting receipts for travel expenses.
• Aid in the coordination of events as necessary, including breakfast, lunch, and snack accommodations for visitors or company-sponsored functions.
• Prepare and assist with new hire and termination documentation, managing, organizing, and securing employee information provided to Human Resources.
• Assist with administration of AIT branded merchandise web store and promotional items.
• Perform other duties as assigned.

Requirements

• Education: High School Degree or GED required.
• Work Experience: Over one-year of experience in an administrative position required.
• Work Authorization/Security Clearance: N/A.
• Environment: Indoor, Production and Office Environment, Temperature Controlled.
• Physical Demands: Light work that includes moving objects up to 20 pounds, picking, pinching, typing, or otherwise working primarily with fingers, prolonged periods sitting at a desk and working on a computer, repeating motions that may include the wrists, hands, and/or fingers.
• Competencies: Knowledge, skills, and abilities as outlined in the job description.

Work Conditions

• Environment Type: Indoor.
• Production and Office Environment.
• Temperature Controlled.
• Exposure Types: Dirt, dust, grease and/or oil.
• Noisy environment.
• Work Hours: Standard work schedule, overtime may be necessary for meeting deadlines or emergent conditions.
• Travel Requirements: Up to 10% of the time.

AIT Safety

To conform to U.S. Government commercial space technology export regulations, including the International Traffic in Arms Regulations (ITAR), 8 U.S.C. 1324b(a)(3), applicants for employment at AIT 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.

AIT Quality

AIT hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that nurtures trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law.

Equal Employment Opportunity

AIT is proud to be an Equal Opportunity Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated work force. AIT hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that nurtures trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law.

AIT Procedure Compliance

Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to his/her job.

Security Clearance Statement

This position may require a government security clearance; you must be a US Citizen for consideration.

ITAR Requirements

To conform to U.S. Government commercial space technology export regulations, including the International Traffic in Arms Regulations (ITAR), 8 U.S.C. 1324b(a)(3), applicants for employment at AIT 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.