Coor, Admin Assistant TechCenter

Job Summary

Support management with various administrative tasks and special projects. This role works closely with the Purchasing, Facilities, and Logistics departments to ensure smooth facility operations, logistical coordination, and purchasing processes.

Key Responsibilities

Facility Duties

• Coordinate and schedule contractors and vendors performing work at the facility.
• Serve as the primary point of contact for all facility-related vendors and service providers; ensure tasks are completed on time and meet management standards.
• Create, issue, and control facility access security badges for employees, vendors, and contractors.
• Act as the main point of contact for all housekeeping activities and communications.
• Monitor and enforce proper security guidelines for vendors and contractors on site.
• Coordinate parts inventory with the Driver Coordinator.
• Coordinate special event tasks and setups.
• Maintain the company pool vehicle maintenance log.

Logistical Duties

• Coordinate all domestic and international shipping paperwork with the Logistics Department.
• Manage engine inventory coordination with Logistics.
• Handle shipping and receiving for carriers including UPS, USPS, FedEx, and DHL.

Purchasing Duties

• Liaise with the hub Purchasing Department as needed.
• Manage the ordering and distribution of general office supplies and facility supplies.
• Assist with and track the new vendor setup process.
• Organize quotations to support project management and budget control.
• Track purchases from purchase order through to invoice processing.
• Contact vendors to obtain quotations as required.
• Prepare Action Approval documents for management sign-off.

Minimum Qualifications

• 3 years of administrative experience
• Ability to work on-site Monday–Friday, 8:30 AM – 5:30 PM
• Proficiency with Office 365
• Strong written and verbal communication skills (email, telephone, and in-person)
• Proven ability to manage multiple projects and adapt quickly in a dynamic, fast-paced environment
• Excellent time management skills with the ability to prioritize tasks effectively and work with minimal supervision
• IATA Certificate (or ability to obtain one within the first year of hire)