Business Operations Administrator Job at Aero Simulation, Inc. (ASI) (Tampa)

Job Description

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.

Job Responsibility

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
Maintain and report data in designated computer systems
Function as a Notary
Lead and support varied special projects
Ensure work area and common areas are clean, organized and presentable
Coordinate logistics for industry events involving ASI
Manage internal and external meetings, particularly those involving external attendees
Facilitates an internal committee that develops a company-wide calendar of employee events
Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event
Scout event venues and caterers
Maintains Morale Events budget by tracking expenditures
Manage event invitations and attendance
Deliver post-event reports
Coordinates employee volunteer and community activities
Provides an After-Action Report on all events
Processes 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
Coordinates interview schedule
Provides administrative support while onboarding new employees
Provides support to the HR department for training and professional development events
May assist with accounting tasks

Requirements

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
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)
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
Must reliably and consistent attendance, follow instructions, respond to management direction
Must have the proven ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion
Must be personable, upbeat, and professional communication style
Professional demeanor and appearance
General knowledge of Human Resources 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
High school diploma or equivalent (Required)
Associates degree in business, Human Resources or Finance (Preferred)
U.S. Citizenship Required
Must be able to successfully pass an initial background screening
Must be able to obtain and maintain an active Department of Defense (DoD) security clearance
Must be able and willing to travel domestically and, on occasion, internationally
Ability to lift up to 30 pounds without assistance

Nice to have

HR or finance background
Intermediate to advanced working knowledge of Microsoft Excel
General knowledge of Human Resources operations/procedures
Associates degree in business, Human Resources or Finance

What we offer

Employee Stock Ownership Plan (ESOP)
Flexible work environment
Generous paid time off
Professional development opportunities
Industry competitive compensation
Medical insurance
Dental insurance
401k

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Business Operations Administrator

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