Administrative Specialist

Job Description


Administrative Specialist (Full Time)
Department: All Openings, PIMCO

Job Title: Administrative Specialist

Position Summary:


The Administrative Specialist provides administrative and operational support to ensure efficient day-to-day business operations. This position serves as a primary point of contact for internal and external stakeholders by managing communications, coordinating meetings and travel, maintaining business records, supporting purchasing activities, and assisting with government contract administration. The Administrative Specialist collaborates with cross-functional teams to promote efficient operations while maintaining accuracy, confidentiality, and compliance with company policies and applicable regulatory requirements.


Essential Job Functions


Serve as the primary point of contact for incoming telephone calls, visitors, customers, vendors, and general inquiries, ensuring professional communication and directing requests to the appropriate personnel.


Coordinate incoming and outgoing mail, shipments, and departmental correspondence.


Maintain office supply inventories and coordinate the procurement of supplies, materials, and services necessary to support departmental operations.


Support general office organization by maintaining administrative resources, coordinating service requests, and assisting with day-to-day operational needs.


Coordinate calendars, meetings, conference rooms, travel arrangements, and other scheduling activities for department leadership and staff.


Prepare meeting agendas, presentations, reports, correspondence, and other business documents to support departmental operations.


Assist in planning and coordinating departmental meetings, events, and special projects.


Prepare and process purchase requisitions, purchase orders, invoices, expense reports, and other purchasing documentation in accordance with company policies and established procedures.


Maintain purchasing records and supporting documentation to ensure accurate recordkeeping and audit readiness.


Perform data entry and maintain electronic and hard-copy records to support operational and administrative activities.


Compile, prepare, and distribute routine reports, spreadsheets, and other documentation as requested.


Assist with inventory tracking, record maintenance, and other operational administrative activities to support departmental objectives.


Other duties as assigned.


Minimum Position Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


Education and Experience


High school diploma or equivalent (GED) required.


Associates Degree in Business Administration, Accounting or related field preferred.


Administrative support experience in a professional office or manufacturing environment preferred.


Physical Demands


Demonstrates physical and functional ability to perform and accomplish tasks. Ability to lift and carry up to 35 lbs.


Mental Demands


Working knowledge of Microsoft Office Suite, to include Excel proficiency, is required.


Working Conditions


The work environment characteristics described here are representative of those the employee encounters while performing the functions of this job .


While performing the duties of this job, the employee is frequently exposed to both office and plant environments. May be exposed to odors, chemical agents, dust, fumes, gases, sharp objects, hazardous or moving equipment, wet slippery floors, and extremes in temperature and humidity.


Interacts regularly with various staff and employees, and occasionally with vendors, suppliers, community members and regulatory agency representatives.


Travel and overtime are required when necessary.


Operational Excellence


Supports all operational excellence initiatives ensuring full participation in all department services, continuous improvement efforts, and training programs.


Quality Assurance


Maintains a safe, orderly working environment including FOD compliance.


Ensures adherence to Piper Aircraft, Inc. corporate compliance policies.


Adheres to organization and department policies and procedures.


Compliance


Responsible for ensuring compliance with laws, rules and regulations appropriate to job function.


Comply with all organizational policies and standards regarding ethical business practices.


Work ethically and with integrity; upholds organizational values.


Maintains compliance with company safety policies and procedures, OSHA, and EPA regulations including Personal Protective Equipment (PPE), behaviors, physical space and hazardous waste disposal procedures.


Communicates Effectively


Effective communicator with strong interpersonal skills who understands how to develop and maintain external supplier and internal customer relations in both written and oral form.


Maintain a high level of professionalism at all times during direct contact with employees, suppliers, and customers.


Decision Quality


Makes good and timely decisions that keep the organization moving on-time with deliverables.


Optimizes Work Processes


Knows and contributes the most effective and efficient processes to get things done, with a focus on continuous improvement.


Attention to Detail


Takes responsibility for a thorough, accurate, and detailed method of completing work tasks.


Drives Results

Teamwork


Interacts, partners, and collaborates effectively with others, positively contributing to overall department and organizational deliverables and results.


Please note - This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice.


American with Disability Act Requirements : External and Internal applicants, as well as position incumbents, must be able to perform the essential position responsibilities as listed in this position description either aided or unaided or with the assistance of a reasonable accommodation to be determined by the organization on a case-by-case basis.


All job requirements listed indicate the minimum level of knowledge, skills and ability deemed necessary to perform the job proficiently. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice. Work beyond 40 hours per week including mandatory overtime may be required.


Piper Aircraft is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, age, national origin, gender, sex, gender identity, gender expression, sexual orientation, veteran status, disability, genetic information, or any other characteristic protected by federal, state or local law.


At this time, Piper Aircraft is not sponsoring employees seeking an immigrant visa (green card) or non-immigrant visa, such as L-1A, L-1B, H-1B, O-1, or TN visas. Applicants must be authorized to work for ANY employer in the U.S


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