Facility and Office Administrator in Huntsville, Alabama at Leonardo Electronics US Inc

Job Purpose:

The Administrative & Facilities Coordinator is responsible for the day-to-day administrative and operational support of the Huntsville facility, ensuring the office environment is organized, efficient, and professional. This position serves as the primary on-site coordinator for facility operations, office administration, vendor management, visitor support, and general workplace services.

The role also provides administrative support to the Facility Security Officer (FSO) and assists the company's remote Environmental, Health & Safety (EHS) Subject Matter Expert with local site activities. These responsibilities are coordination and administrative in nature and do not require the individual to be an EHS or security expert. Training and guidance will be provided as needed.

Primary Responsibilities – Facility and Office Administration

• Coordinate the day-to-day operation of the Huntsville facility to ensure a safe, efficient, and professional working environment.
• Serve as the primary point of contact for facility-related issues, coordinating with the building owner, property management, and service providers to resolve maintenance concerns.
• Engage with LEI Corporate to ensure corporate directives and procedures related to Facilities, EH&S, Security, and Procurement are followed and reported on.
• Coordinate facility maintenance activities and monitor completion of repairs and corrective actions.
• Manage relationships with external vendors/contractors and service providers supporting office and facility operations.
• Monitor office equipment and coordinate repairs or preventative maintenance as required.
• Manage office inventory, including office supplies, kitchen supplies, refreshments, snacks, coffee, and other workplace consumables, ensuring timely replenishment.
• Monitor and manage subscriptions, memberships, and recurring service contracts.
• Coordinate conference room scheduling and meeting logistics.
• Arrange catering, refreshments, and meal services for customer visits, meetings, training events, and company functions.
• Coordinate visitor logistics to ensure a positive and professional customer experience.
• Maintain organized administrative records, training records, vendor information, and facility documentation.
• Provide general administrative support to Operations and site leadership as required.

Secondary Responsibilities:

Environmental, Health & Safety (EHS) Support

• Provide local administrative support to the company's remote EHS Subject Matter Expert.
• Assist with maintaining EHS documentation, training records, inspection reports, and compliance records.
• Coordinate routine workplace safety inspections, audits, and corrective action follow-up.
• Assist with scheduling required safety training and maintaining employee training records.
• Help maintain safety bulletin boards, emergency information, first aid supplies, and other EHS resources.
• Support incident reporting and documentation as directed by the EHS SME.
• Promote compliance with established company safety policies and procedures.

Facility Security Officer (FSO) Administrative Support

• Provide administrative support to the Facility Security Officer (FSO) for site security activities.
• Assist with maintaining security records, documentation, logs, and filing systems.
• Support visitor processing and site access coordination in accordance with company security procedures.
• Perform other administrative tasks in support of the FSO as assigned.

Qualifications:

Required

• High school diploma or equivalent.
• Strong organizational and administrative skills.
• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to obtain and maintain a SECRET security clearance

Preferred

• Previous experience in office administration, facilities coordination, executive support, or similar administrative role.
• Experience coordinating vendors or facility maintenance.
• Familiarity with EHS or workplace safety practices.
• Experience supporting security administration or working in a government, aerospace, manufacturing, or defense environment.

Knowledge, Skills & Abilities

• Excellent organizational, planning, and time management skills.
• Strong interpersonal and customer service skills.
• Ability to communicate effectively with employees, customers, vendors, and contractors.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong problem-solving skills and attention to detail.
• Proficiency with Microsoft Office 365 and the ability to learn company-specific systems.

Work Conditions

• Primarily an Office
• May occasionally lift office supplies or materials weighing up50pounds.
• Regular interaction with manufacturing, engineering, and administrative personnel.
• Occasional movement throughout office and production areas.

[NOTE: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.]

Leonardo Electronics U.S. Inc. is an equal opportunity employer (EOE). We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, military status, genetic information, or any other characteristics protected under law.

Here are the hiring process steps and what you can expect from us:

Step 1: Application Review:

Upon submitting your application, it is made available to the recruitment team to review and ensure you meet the basic qualifications.

Step 2: Interview:

If you have been identified to move forward in the process, you may be invited to participate in a one-on-one or panel interview. The interview format can be a phone call, in-person, or virtual meeting.

Step 3: Offer:

If you reach this stage of the interview process, congratulations! You will be provided an offer to join the Leonardo Electronics US Inc. team. The offer will include details about your salary, benefits package and start date.