BUSINESS OPERATIONS ADMINISTRATOR

BUSINESS OPERATIONS ADMINISTRATOR

The following is the job posting description as presented:

Description

• THE COMPANY

• For over 40 years, Aero Simulation, Inc. (ASI) has provided quality flight training devices to the US Military. ASI has successfully built numerous training systems with a primary focus on aircrew and maintenance training systems. Our current programs include, but are not limited to, the B-1 Training Systems (Air Force), E-2D Training Systems (Navy), CH-53E Training Devices (USMC), IMOMS (Coast Guard), Navigation, Seamanship, Shiphandling Trainer – NSST (Navy). To learn more about ASI visit Programs- Aero Simulation, Inc.

• ASI is a 100% employee-owned engineering and manufacturing company committed to supporting the nation’s warfighters. Being 100% employee-owned directly impacts our culture: it drives our decision-making, motivates our teams, increases our productivity, improves retention and contributes to the future success of our company. Our culture is one where we work hard for our clients and for each other – and we have fun collaborating, sharing experience and expertise, and learning along the way. We strive to deliver exceptional quality, elevate client relationships, and enrich the careers and lives of our employee-owners. As Employee-Owners, we are invested in the success and continued development of each other and the company.

• In addition to the Employee Stock Ownership Plan (ESOP), we offer a flexible work environment, generous paid time off, professional development opportunities, industry competitive compensation, and superior benefits to include medical, dental, 401k and more!

• ASI is a great place to build a career and grow with a company that is dedicated to quality, service and to fostering a community of support for each and every member of the team. To learn more about this opportunity, keep reading!

• POSITION SUMMARY

• This role plays a pivotal part in orchestrating all internal and external events for Aero Simulation, Inc., ranging from external customer meetings to initiatives aimed at bolstering employee morale. Apart from aiding the Human Resources and Finance teams, this position liaises with other departmental groups when necessary. Ensuring top-notch customer service and strict adherence to company standards is of utmost priority.

• This is an on-site position and is not eligible for telework, work from home or remote employment.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

• Administrative Support

• Serve as the primary contact for guests, providing a warm welcome and managing security protocols.

• Operate the front desk phone, routing calls and messages efficiently.

• Oversee the scheduling of conference rooms and event calendars.

• Handle incoming mail and manage express mail services.

• Procure, stock, and distribute office supplies.

• Draft, compose, and oversee various written materials, ensuring precision and quality.

• Maintain and report data in designated computer systems.

• Function as a Notary.

• Lead and support varied special projects, encompassing research, presentations, and analyses.

• Ensure work area and common areas are clean, organized and presentable at all times.

• Perform other relevant administrative tasks as needed.

• Coordinate with administrative support requirements with staff and external organizations such as Security, Information Technology (IT), Travel, Facilities, and Property Management (Landlord).

• Corporate Events Planning and Execution

• Coordinate logistics for industry events involving ASI, to include, but not limited to employee registration and travel arrangements.

• Manage internal and external meetings, particularly those involving external attendees to include meals, activities and/or travel (when required).

• Facilitate an internal committee that develops a company-wide calendar of employee events that provide meaningful experiences for employees (and on occasion, the employee’s family).

• Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event to maximize return on investment.

• Scout event venues and caterers, ensuring the best fit.

• Maintain Morale Events budget by tracking expenditures and updating status of morale budget in preparation for bi-weekly staff meetings.

• Manage event invitations and attendance.

• Deliver post-event reports, analyzing successes and areas for enhancement.

• Coordinate employee volunteer and community activities such as blood drives, adopt-a-street, school supply drives, etc.

• Provide an After-Action Report on all events to include the event name, type of event, intended audience, number of attendees, identify what worked well and identify opportunities for improvement.

• HR/Finance Support

• Process paperwork and performs a variety of clerical/data entry tasks to support Human Resources and/or finance administration.

• Verifies and reviews HR and/or finance documents and reports for completeness and conformance with established regulations policies and procedures.

• Coordinate interview schedule to include room reservations, completion and tracking of pre-interview paperwork, etc.

• Provide administrative support while onboarding new employees to include addition to organizational chart, seating chart, ASI shirt order, etc.

• Provide support to the HR department for training and professional development events to include event logistics, tracking, and more.

• Assist with accounting tasks, accounts payable, accounts receivable, preparing invoices, monthly/year end closeout, or audits.

• SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

Requirements

• EXPERIENCE REQUIREMENTS

• ENTRY: 1 to 3 Years

• MID: 3 to 7 Years

• SEN: 7+ Years

• REQUIRED SKILLS AND ABILITIES

• Minimum one year experience in a general office/administrative support environment, with HR or finance background preferred.

• Must possess superior customer service skills with excellent interpersonal skills that can communicate effectively with various levels of the organization including, but not limited to employees, group leaders, directors, government customers, and candidates for employment.

• Must have strong working knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Visio, Teams) with intermediate to advanced working knowledge of Microsoft Excel (preferred) and show a willingness to learn and master other software programs as needed.

• Must be extremely detail oriented, well organized and able to prioritize multiple tasks in a fast-paced environment.

• Must manage time efficiently with the ability to effectively balance multiple events at different stages, adapt to changes in the work environment and be able to deal with frequent changes, delays or unexpected events.

• Must have reliable and consistence attendance, follow instructions, respond to management direction and accepts/acts upon feedback to improve performance.

• Must have the proven ability to maintain confidentially and appropriately handle sensitive information with tact and discretion.

• ADDITIONAL SKILLS AND ABILITIES

• General knowledge of Program Management operations/procedures (preferred).

• Experience planning, coordinating, and executing events, meetings, celebrations and more.

• Experience in entry-level project management.

• Experience providing administrative support for events.

• Experience coordinating with vendors (suppliers) and stakeholders during event planning and execution.

• Must be personable, upbeat, and professional communication style.

• Professional demeanor and appearance.

• EDUCATION REQUIREMENTS

• High school diploma or equivalent (Required)

• Associate degree in business, Human Resources or Finance (Preferred)

• EMPLOYMENT REQUIREMENTS

• U.S. Citizenship Required: As a federal contractor supporting the U.S. warfighter, it is required that all employees in this role be United States citizens in compliance with government contract and security requirements.

• Background Check: Must be able to successfully pass an initial background screening.

• Security Clearance: Must be able to obtain and maintain an active Department of Defense (DoD) security clearance. The selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information, as required by the position.

• Work Schedule Flexibility: Occasional overtime and alternate shifts may be required to meet customer schedules, critical deadlines, or program milestones.

• Travel

Requirements

• Must be able and willing to travel domestically and, on occasion, internationally to customer sites, partner locations, or project meetings in support of contract objectives.
• Drug-Free Workplace: ASI maintains a Drug-Free Workplace. Applicants and employees are subject to pre-employment and random drug testing in accordance with company policy.
• Employment Contingency: All employment offers are contingent upon the successful com