Office Administrator

$54,080 - $70,720/Yr

Aevex Aerospace - Solana Beach, CA

Full-time - Entry Level

Solana Beach, CA

Computer and Electronic Product Manufacturing

About the position

An Office Administrator 2 is responsible for managing the day-to-day administrative tasks in an office setting. This includes answering and directing calls, greeting and checking in visitors, scheduling and preparing for onsite meetings, managing office supplies, handling correspondence, and providing general administrative support to the office staff. The role requires excellent organizational skills and the ability to multitask under pressure while maintaining a high level of accuracy. The Office Administrator will serve as a point of contact for office-related inquiries and issues, ensuring that the office environment is clean, organized, and efficient. This position also involves liaising with vendors and service providers to ensure timely procurement of office supplies and services, as well as coordinating travel arrangements for staff and visitors. The Office Administrator will be expected to embody AEVEX's cultural values and align daily actions with department goals and company culture.

Responsibilities

• Direct incoming calls and take messages accurately and professionally.
• Serve visitors by greeting, welcoming, and assisting them appropriately.
• Ensure visitors and guests meet and follow security protocols, including verification of clearances and identification.
• Coordinate with the host of visitors and guests coming onsite to ensure compliance with Policy and Security.
• Coordinate internal and external company events.
• Receive and distribute incoming and outgoing mail and packages.
• Maintain an organized and efficient filing system of paper and electronic documents.
• Organize meetings including reserving conference room space and ensuring that the meeting room is prepared in advance of the meeting.
• Liaise with vendors and service providers to ensure timely and cost-effective procurement of office supplies and services.
• Coordinate travel arrangements and itineraries for staff and visitors.
• Oversee the maintenance and organization of office spaces, ensuring a clean and efficient working environment.
• Assist with maintaining office calendars.
• File, copy, scan, and edit documents and coordinate external printing projects.
• Proactively anticipate and prepare for the needs of the office.
• Coordinate maintenance and repair of office equipment and facilities.
• Manage relationships with building management, ensuring issues are addressed promptly.
• Coordinate and monitor all aspects of administrative workflow with minimal supervision.
• Purchase office supplies and office equipment and maintain kitchen inventory.
• Act as a point of contact for office-related inquiries and issues.
• Ensure that the kitchen remains stocked with snacks and beverages while also maintaining the cleanliness and orderliness of the space.
• Order and manage food and drinks for client meetings and employee lunches.
• Provide comprehensive support to various departments within the organization to ensure smooth operations, effective communication, and the timely completion of tasks.

Requirements

• 3+ years of administrative experience.
• Excellent organizational skills and the ability to multi-task under pressure.
• Ability to handle sensitive/confidential information.
• People-focused and exemplary interpersonal skills.
• Outstanding communications skills: Professional, courteous, and accurate in-person, electronically, and over the telephone.
• Independent thinking and sound judgment.
• Ability to work quickly and proficiently to meet deadlines while maintaining a high level of accuracy.
• Excellent Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook.
• Proper English usage, spelling, grammar, and punctuation.
• Ability to accurately type at a speed of 40-50 wpm.
• Standard knowledge of office administrative practices and procedures, including the use of standard office equipment.
• Associates Degree or Bachelor's Degree in Business Administration or related field preferred.

Nice-to-haves

• Experience in aerospace and defense preferred.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• 401(k)
• Employee assistance program
• Vision insurance
• Professional development assistance
• Life insurance