BUSINESS OPERATIONS ADMINISTRATOR at Aero Simulation in Tampa, FL

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 RESPONSIBILITIES 

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.

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). 

· Facilitates 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.

· Maintains 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.

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

· Provides 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

· 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 for completeness and conformance with established regulations policies and procedures. 

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

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

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

· May assist with accounting tasks, accounts payable, accounts receivable, preparing invoices, monthly/year end closeout, or audits. 

SUPERVISORY RESPONSIBILITES

This job has no supervisory responsibilities.

Requirements

EXPERIENCE REQUIREMENTS

· ENTRY: 1 to 3 Years

· MID: 3 to 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 reliably 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. 

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

· Professional demeanor and appearance. 

ADDITIONAL SKILLS AND ABILITIES

· 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. 

EDUCATION REQUIREMENTS

· High school diploma or equivalent (Required)

· Associates 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 completion of all background checks, security clearance requirements, and drug-screening results.

PHYSICAL REQUIREMENTS

· Ability to multi-task in fast-paced dynamic environment.

· Required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. 

· Required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. 

· Ability to perform travel via common modes of transportation to include vehicle or airplane.

· Ability to lift up to 30 pounds without assistance.

WORK ENVIRONMENT

· The work environment characteristics are representative of the office environment. 

· The noise level in the work environment is usually quiet to moderate unless in a manufacturing area.

· Will work in a typical office setting that will include potential local travel to event locations. 

· Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications that are required of the employee for the job. Duties, responsibilities, and activities may change at any time with or without notice.

The following policies apply to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws.

Candidate Reasonable Accommodation

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify Aero simulation, Inc. by e-mail at jobs@aerosimulation.com or by calling directly at 813-867-4447.

ADA Policy

It is the policy of ASI to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA) and its Amendments. ASI will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. ASI also will make reasonable accommodation wherever necessary for all employees or applicants with handicaps, disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made are not an undue hardship for ASI.

Equal Employment Opportunity

ASI is proud to be an Equal Employment Opportunity and Affirmative Action employer dedicated to attracting, retaining, and developing a diverse and inclusive workforce. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, domestic/civil partnership or marital status, national origin, disability, status as a protected veteran or any other characteristic protected by law. We strive for everyone to be valued, connected, and empowered to reach their potential and contribute their best.

E-Verify

ASI is proud to be an E-Verify employer. E-Verify is an internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.

Pay Transparency Policy Statement

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise, have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.