Job Title:  Office Administrator

Abaco Systems is a global leader in modular, high performance, open architecture, standards-based rugged embedded computing for the most demanding applications in defense and industry. Our products and solutions are found in high-profile military/aerospace sea, land and air programs, plus commercial and industrial organizations in which rugged reliability is mission-critical.

We are seeking a detail-oriented and proactive Office Administrator and Receptionist to manage the front desk and provide comprehensive administrative support to our senior leadership team. This role is pivotal in ensuring smooth daily operations at our Huntsville facilities and creating a welcoming environment for clients and visitors.

Key Responsibilities:

• Provide a variety of administrative support duties including clerical tasks and financial tasks to members of the Divisional and Business Unit Leadership Team; ensuring professionalism and confidentiality at all times
• Responsible for answering incoming calls, returning calls, taking precise messages, and directing calls towards respective departments 
• Greet customers, employees, and visitors including the monitoring of visitor access and maintaining security awareness
• Support seamless event planning, conference room scheduling, and catering
• Manage intricate calendars in a fast-paced environment, adapting to changing priorities to accommodate internal and external stakeholders. 
• Organize and coordinate travel arrangements, itineraries, and travel agendas for the Divisional and Business Unit Leadership team, including the prompt reconciliation of expenses
• Prepare meeting agendas and support monthly staff meetings for the senior leadership team
• Oversee the procurement of office supplies and ensure ample inventory is available for employee base
• Reconcile monthly Purchasing card purchases with credit card statement
• Coordinate building maintenance requests with property management company and facilities team, and ensure the office environment is clean and orderly
• Set up workspaces for new hires and support HR team with recruitment & interviews schedules for candidates  
• Sort post, receive packages and deliveries, route paperwork accordingly
• Maintain front office procedures, contact lists, emergency protocols, and FAQs
• Manage on-site vending companies
• In coordination with IT, monitor and maintain office equipment; make appropriate repair notifications when required
• Answer phones in a professional manner
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Support all functions and facilities as requested

Requirements:

• 1-3 years of proven work experience as an Administrative Assistant, Office Manager or similar role
• High school degree
• Knowledge of office procedures
• Proficiency in office software (Microsoft Office Suite: Teams, Outlook, PowerPoint, Excel) and basic office equipment
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers and fax machines
• Excellent verbal and written communication skills, with a professional demeanor and strong attention to detail
• Ability to handle sensitive information with confidentiality and exercise sound judgment
• Organizational skills with an ability to think proactively and prioritize work
• Critical competencies: Action Orientation, Interpersonal Savvy, Plans & Aligns, Tech Savvy, Being Resilient

Abaco is a Department of Defense (DoD) supplier and as such employees may work with or be exposed to export-controlled information and/or information that has been designated as classified information.