Office Administrative Assistant

Job Description

Job Description

Position Summary

The Administrative Assistant provides comprehensive administrative support for the Phoenix, Arizona facility and serves as a key point of contact for onsite employees, visitors, customers, and vendors. This position supports daily site operations by coordinating administrative activities, maintaining records, assisting leadership and employees, and ensuring effective communication between the Phoenix location and corporate teams.

This role requires a highly organized, dependable, and professional individual who can manage multiple priorities in a fast-paced aerospace manufacturing and electronic assembly environment. The Administrative Assistant will work independently onsite while collaborating with teams across a multi-state organization.

Essential Duties and Responsibilities

• Serve as the primary administrative point of contact for the Phoenix facility, creating a welcoming and professional experience for employees, visitors, customers, and vendors
• Manage front office operations, including phones, email correspondence, mail, shipping/receiving coordination, visitor management, and general administrative needs
• Provide administrative support to site leadership and functional teams, including scheduling, meeting coordination, document preparation, and reporting
• Maintain organized electronic and physical records, files, and documentation in accordance with company procedures and customer requirements
• Support controlled documentation processes and maintain records related to customer, quality, and operational requirements
• Handle sensitive company, employee, customer, and export-controlled information in accordance with company policies and applicable regulations
• Assist with ITAR-related administrative activities, including maintaining documentation, access records, visitor information, and other required records as directed
• Coordinate visitor access, contractor support, badges, and facility access requirements while following security and compliance procedures
• Assist with new employee onboarding activities, including paperwork coordination, employee communications, badge requests, and orientation logistics
• Support Human Resources with employee communications, training coordination, employee events, and general administrative tasks
• Assist with purchasing activities including office supplies, invoices, expense reports, and administrative requests
• Coordinate meetings by preparing materials, organizing schedules, recording notes, and tracking follow-up items as needed
• Assist with internal communications, announcements, and distribution of company information
• Support facility needs and special projects as assigned
• Maintain confidentiality and professionalism when handling sensitive information

Required Qualifications

• High school diploma or equivalent required
• 2+ years of administrative, office support, or related experience preferred
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and manage multiple deadlines with limited supervision
• Professional communication skills, both written and verbal
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and Teams
• Ability to maintain confidentiality and handle sensitive information appropriately
• Ability to work independently while remaining connected with corporate and onsite teams

Preferred Qualifications

• Experience supporting a manufacturing, aerospace, defense, electronics, or other regulated industry
• Experience with ITAR-controlled environments, export-controlled documentation, or security procedures
• Experience with ERP, HRIS, document management, or purchasing systems
• Experience supporting employee onboarding or HR administrative processes

Work Environment

This position is onsite at the Phoenix, Arizona facility supporting approximately 50 employees within a larger aerospace manufacturing and electronic assembly organization with operations across multiple states.

The Administrative Assistant will regularly interact with employees across manufacturing, engineering, quality, operations, leadership, and corporate support functions.

Physical Requirements

• Ability to sit, stand, walk, and move throughout the facility as needed
• Ability to lift and carry office supplies and materials up to 25 pounds
• Ability to follow safety requirements while working in and around a manufacturing environment

Equal Opportunity Employer Statement

Atlas Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Atlas Group is committed to fostering an inclusive and respectful workplace where all employees are valued and supported.

Temperature-controlled environment

Company Description

Temperature-controlled environment