Our client, an international leader in the aerospace and defense industry, has an opening for a full time Administrative Specialist who seeks responsibility and interaction with various levels of co-workers, and effectively and expeditiously completes tasks.
Administrative resource for an office consisting of approximately 50 employees.
Register and greet visitors.
Collaborate and support all other administrative teams within the organization when necessary.
Maintain team calendars for events, vacation and travel.
Answer routine questions regarding business team policies and procedures as it relates to the performance of this position.
Coordinate internal meetings and functions, including arranging visitors and ordering catered food.
Provide QA support and action item lists for internal program reviews on numerous contracts.
Record and distribute meeting notes as required.
Create and process trip/expense reports and vendor check reimbursements.
Maintain log of ongoing and outstanding travel claims.
Arrange/assist with travel reservations as necessary.
Arrange and schedule interviews for potential new hires.
Handle new employee requirements as needed.
Coordinate, assist and potentially generate Export paperwork requirements as necessary
Assist in maintaining BU’s document repositories
Maintain and order office supplies.
Maintain log and report of vendors, track invoices and progress against open PO’s for the BU and the facility.
Create vendor requisitions for materials and services and track progress through development of purchase orders.
Maintain a log of requisitions and process material receipts in accordance with policy and procedure.
Assist in maintaining accurate inventories of assets, materials and government property where necessary.
Become the Hardware Custodian for the site and maintain Government Property inventories. Including all system entries and tagging of items. Perform annual Government Property audits.
Assist System administration with internal inventory lists if needed.
Maintain conference room calendars.
Maintain printers, fax machines and copy machines.
Coordinate and participate in other creative ideas for the Business unit to foster a unified environment.
Perform other routine administrative and clerical duties as assigned.
Proficiency in Microsoft Excel, Word and PowerPoint.
10 years of related experience.
Excellent organizational skills.
Great attention to detail.
Ability to multitask.
Excellent written and verbal communication skills.
Ability to work independently as well as part of a team.
Teamwork, collaboration and initiative are essential in this role.
Excellent interpersonal skills.
Excellent attendance record.
Active DoD Secret clearance.
High School Diploma or Equivalent.