Administrative Assistant

Job Description

Job Description

Administrative Assistant

Non-FAA Covered Position

Role Summary/Purpose:

The Administrative Assistant serves as PTI's primary front-desk representative and first point of contact for visitors, customers, employees, contractors, and vendors. The primary purpose of this role is to maintain secure, professional, and efficient front-desk operations by managing visitor access, administering badge and access-control processes, monitoring security cameras and access-control alerts, and promptly escalating security or safety concerns. The role also provides general administrative support, including mail handling, meeting and lunch coordination, and support for employee engagement activities.

Essential Responsibilities:

Reception and Visitor Management

• Serve as the primary point of contact for all visitors, customers, vendors, contractors, and employees entering the facility.

• Maintain a professional, welcoming, organized, and secure reception area and ensure appropriate front-desk coverage during assigned working hours.

• Greet and assist visitors professionally while verifying identification, visit purpose, host information, and compliance with company security procedures.

• Manage visitor sign-in and sign-out processes and create, distribute, collect, and reconcile temporary visitor badges.

• Coordinate visitor and contractor pre-screening requirements, including applicable safety, personal protective equipment (PPE), access, and escort requirements.

• Promptly contact the appropriate PTI host and ensure visitors are released only in accordance with approved visitor and escort procedures.

Access Control

• Administer the facility access-control and badge-management systems, including creating, activating, modifying, suspending, and deactivating credentials based on documented and approved authorization.

• Maintain accurate badge inventories, access records, visitor logs, and supporting documentation; perform daily reconciliation of temporary badges and promptly report missing or unreturned credentials.

• Monitor facility security cameras, access-control alerts, door alarms, and door-status activity from the reception area.

• Promptly report and escalate suspicious activity, unauthorized access, forced-door or held-door conditions, safety concerns, security incidents, and requests for assistance to the appropriate personnel.

• Support incident reporting and maintain accurate documentation of relevant security, visitor, and front-desk events.

• Coordinate with Facilities, Security, Human Resources, Information Technology, and department leadership regarding approved badge changes, access requests, employee status changes, and security concerns.

• Follow company confidentiality, information-security, and access-authorization requirements at all times.

Administrative and Event Support

• Provide general information, and route inquiries to the appropriate departments or employees.

• Receive, process, and distribute incoming mail throughout the facility.

• Coordinate logistics for meeting rooms, staff meetings, executive lunches, catering, and other company-sponsored activities as assigned.

• Assist with planning and coordinating employee engagement events and activities in partnership with the Engagement Committee.

• Organize and maintain reception-area supplies, visitor materials, and related inventory.

• Respond to routine internal and external inquiries and provide professional administrative support to the Facilities and Security function and other departments as assigned.

Documentation and Continuous Improvement

• Maintain complete and accurate records in accordance with company requirements and applicable retention practices.

• Identify and recommend opportunities to improve front-desk security, visitor experience, access-control accuracy, administrative efficiency, and backup coverage.

• Perform other administrative, reception, access-control, security-support, and operational duties as assigned.

Qualifications:

• High school diploma or equivalent required; associate degree or relevant post-secondary education preferred.

• Minimum of 3-5 years of experience in reception, front-desk operations, administrative support, customer service, security support, or a related role.

• Experience interacting with visitors, customers, contractors, executives, and employees in a professional business or industrial environment.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.

• Customer-focused, welcoming, and professional, with a strong security-awareness mindset.

• Strong organizational, time-management, follow-up, and recordkeeping skills.

• High attention to detail and the ability to recognize and escalate unusual or suspicious activity.

• Comfortable using technology and learning new access-control, visitor-management, security, and administrative systems.

• Strong verbal and written communication skills, with the ability to provide clear instructions and maintain a professional demeanor.

• Ability to manage multiple priorities while remaining attentive to security activity, detail, accuracy, and front-desk coverage.

• Ability to exercise sound judgment, maintain confidentiality, and respond calmly and appropriately to security, safety, or emergency situations.

• Demonstrated reliability, punctuality, professionalism, and consistent attendance.

• Ability to work a regular schedule of Monday through Friday

• Ability to work independently while collaborating effectively across departments.

Preferred Qualifications:

• Experience using visitor-management, badge-creation, access-control, alarm-monitoring, or video-surveillance systems preferred.

• Continuous improvement mindset with the ability to identify practical process enhancements.

• Experience coordinating meetings, catering, executive lunches, employee engagement activities, or company events is a plus.

• Advanced Microsoft Office skills are a plus.

Physical Demands / Work Environment

The physical demands and work environment described here are representative of the requirements needed to perform the essential functions of this position. Workplace adjustments may be provided to qualified individuals with disabilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds.

About Us

Propulsion Technologies International, LLC (PTI), a joint venture between GE Aerospace and Safran Aircraft Engines, offers a great work environment with fast-paced, challenging, and rewarding careers. Both GE Aerospace and Safran are world leaders in the design and manufacture of aircraft engines, propulsion systems, and aircraft equipment. This could be your opportunity to join the exciting aviation industry!

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.

PTI will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen.