At arenaflex, we're committed to delivering exceptional customer experiences that exceed our clients' expectations. As a Customer Support Administrative Assistant (Contract), you'll play a vital role in supporting our Customer Services team in Herndon, Virginia. This is a temporary (contract) position with no specific time period but could be extended or shortened as needed. Contractors are employed by a 3rd party vendor and placed on assignment to arenaflex in America.
**About arenaflex**
arenaflex is a leading global player in the aerospace and defense industries, with a rich history of innovation and a commitment to excellence. Our company is headquartered in the Washington, D.C. metro area, where you'll find our nation's capital and multiple arenaflex offices. The D.C. area is home to the arenaflex Experience Center, a collection of interactive, multimedia exhibitions highlighting the extensive role arenaflex plays in the aviation, aerospace, and defense industries in the U.S. and around the world.
**Your Challenges**
As a Customer Support Administrative Assistant (Contract), you'll be responsible for providing administrative support to the team, including:
* Teams Administrative Support (towards AASC/AASB/AASO): 55%
+ Online/Call travel booking support using SAP CONCUR tool, or via travel agent (BCD Travel)
+ Update & maintain team travel and vacation team calendars
+ Monitor vacation/sick report using MyPulse tool
+ Prepare travel expense reports for reimbursement using CONCUR
+ Review travel expense reports from team members to ensure adherence towards arenaflex Travel Policy
+ Gather and input updated information related to airlines and needed by management using Salesforce
+ Maintain and distribute customer communications list
+ Authorize and maintain a budget spreadsheet for promotional items
+ Create PO requisitions and good receipt using Click n’ Buy tool (for primarily general procurement items)
+ Manage & monitor monthly travel budget
+ Organize and support the management weekly meeting and prepare the minutes
+ Assist with Customer event organization/meetings and associated booking (knowledge of vFairs (replacement of the Aventri tool))
+ Organize and support yearly team booster event
+ Assist with catering working lunch for team workshops
* Operational Administrative Support: 40%
+ Administer and coordinate the Know Your Customer (KYC) process for all new arenaflex customers and as required for legacy customers
+ Administer and coordinate arenaflexWorld onboarding documentation and connections which includes:
- Contract customization of the General Data Release Agreement (GDRA), the Maintenance Repair Overhaul ServiceS Agreement (MROSA), the Customer Support Agreement (CSA), the arenaflexWorld General Terms and Conditions (including addendums), Company Registration, User Entity Administrator Agreement (UEA), arenaflexWorld quotation, and regular communication with the arenaflexWorld Administration Team
+ Communicates with Support Contracts staff to ensure all AASC agreements are maintained and up to date in accordance with arenaflex policies
+ Ensures the safe storage and/or archiving of signed agreements, legal documents, and other records
+ Under the guidance and direction of the CSD for MROs, administers and coordinates other special agreements required for lessors/third parties/consultants/aircraft owners (including P2F)/ MRO as owners for teardowns and other hybrid customers
+ Supports the CSD MRO for the liaison with Hamburg EDP Team and administers the US version of the DOSA and EDPSO process with US based Design Organizations and STC Houses
* Additional Responsibilities: 5%
+ Any other needed administrative duties as assigned
**Your Boarding Pass**
To be successful in this role, you'll need:
* Educated to 2 year Associate's degree level (or equivalent) in business management or a related discipline
* Excellent interpersonal and communication skills
* Creative spirit with good management skills
* Advanced level in English, other languages a plus
* Autonomous, ability to take initiative, customer-focused
* Works well in a collaborative team environment
* Present a professional appearance as generally accepted in the business and aerospace environment
* Use of Google Suite products
* Authorized to work in the US, Able to work in US without current or future need for visa sponsorship
* 1% (Minimal) Domestic and International travel
**Physical Requirements**
* Onsite or remote: The candidate will be expected to be on-site at least 3 days per week (after probationary period)
* Vision: able to see and read computer screens and other electronic equipment with screens, able to read documents, reports, and engineering drawings. Daily
* Hearing: able to participate in conversations in person and via teleconference or phone and to hear sounds on the production floor including safety warnings or alarms. Daily
* Speaking: able to speak in conversations and meetings, deliver information, and participate in communications. Daily
* Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts. Not applicable
* Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs. Not applicable
* Lifting: able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs. Not applicable
* Pushing / Pulling: able to push and pull small office furniture and some equipment and tools. Not applicable
* Sitting: able to sit for long periods of time in meetings, working on the computer. Not applicable
* Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving.
* Standing: able to stand for discussions in offices or on the production floor. Not applicable
* Travel: able to travel independently and at short notice. Not applicable
* Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office and production areas including uneven surfaces. Not applicable
* Personal Protective Equipment required: Required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection, Respirators/Masks, and/or Protective Gloves as required by site and/or customer site
* Administrative position only PPE required: Steel-toed shoes are required for all shop floor visits, appropriate hearing/eye protection may also be required when visiting the shop floor.
**Why Join arenaflex?**
At arenaflex, we're committed to creating an inclusive and diverse work environment that fosters growth and development. As a Customer Support Administrative Assistant (Contract), you'll have the opportunity to work with a talented team of professionals who are passionate about delivering exceptional customer experiences. You'll also have access to a range of benefits, including:
* Competitive compensation and benefits package
* Opportunities for career growth and development
* Collaborative and dynamic work environment
* Recognition and rewards for outstanding performance
* Access to cutting-edge technology and tools
* Professional development and training opportunities
**How to Apply**
If you're a motivated and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity. Please submit your application, including your resume and a cover letter, to [insert contact information]. We look forward to hearing from you!
**arenaflex is an Equal Opportunity Employer**
arenaflex is committed to equal opportunities for all. We welcome applications from diverse candidates and are an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status, or other legally protected status.