Office Administrator - American Fan (Finance)

Mission-Driven. Honor-Bound. Fairbanks Morse Defense. What's your calling? For the men and women of Fairbanks Morse Defense it's the rapid and effective support of the fleets that entrust us to design, develop, and deliver the best naval power technology on the planet. We're one of the nation's leading marine defense contractors because of the highly trained and dedicated teams that provide reliable power systems, parts, and aftermarket services to the U.S. Navy, Coast Guard, Military Sealift Command, and Canadian Coast Guard. When you join Fairbanks Morse Defense, you join a legacy of commitment that spans 150 years. Fairbanks Morse Defense offers competitive benefits with a wide range of training and development opportunities. Our world-class teams are dedicated to helping every individual achieve their full potential. Discover what it's like to be a part of the Fairbanks Morse Defense team here: https://www.fairbanksmorsedefense.com/careers

American Fan is a manufacturer of air movement equipment for Industrial, HVAC, Commercial, Marine, and specialty markets. Throughout our history, the quality and reliability of our products has been built upon a solid foundation of unrivaled application expertise and technical leadership. As a small manufacturer who is part of a well-respected international corporation, we are best known for our willingness to design and manufacture specialty air movement products for unique applications. Our sales distribution base consists of a diverse group of knowledgeable agents/representatives. Together with our in-house sales staff they deliver a very high level of customer service.

Job Description

Job Title: Office Administrator Date: December 2024

Reports To: Vice President and General Manager

Summary

American Fan has an opportunity for an Office Administrator, supporting the Vice President, Finance Director, HR Business Partner and other Senior Leadership. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.

Primary Duties and Responsibilities

Administrative Support

• Administrative support for the VP / GM, Finance Director, HRBP and other Senior Leadership
• Update calendars and schedule meetings for VP and other Sr. Leadership as needed
• Organizing, Filing and Scanning documents for VP, Finance and HR as asked to maintain proper recordkeeping.
• Help prepare expense reports for VP, Finance and HR. Properly coding and scanning each receipt to ensure compliance with company procedure.
• Efficiently scan and process incoming checks, ensuring accuracy and adherence to company policies and procedures.
• Enter financial data into company systems accurately and maintain comprehensive records to ensure data integrity
• Working with HR on various tasks, including planning and promoting company wide event

General Support

• Help maintain and beautify conference rooms on a weekly basis throughout the facility .
• Answering, screening and forwarding incoming phone calls
• Maintain office security by following safety procedures and controlling access via the reception desk
• Monitor logbook, issue visitor badges and ensure that guests have been properly cleared by FMD Visual Compliance before accessing the facility
• Scheduling travel for employees to travel through Concur. Follow through on reservations and updates as they occur
• Ensuring that the proper PPE and Safety supplies are always on hand and up to date around the office. Coordinate with EHS and Operations to ensure this is on hand on the shop floor as well. Assist with ordering as needed.
• Manage incoming and outgoing mail, distributing correspondence to appropriate departments and individuals in a timely manner.
• Assist in communication to both internal employees and external customers / vendors as requested by team.
• Supports other corporate needs, projects and initiatives, as assigned

• Performs in a manner that would support FMD's key values of Integrity, Velocity, and Teamwork

Qualifications and Educational Requirements

• Strong verbal and written communication skills

• Required to maintain polished and exhibit a professional attitude.
• Sharp analytical mind as well as a keen attention to detail
• Excellent organizational skills and the ability to manage multiple projects simultaneously

• High Proficiency in MS Office with emphasis on Excel
• This position includes access or potential access to export-controlled data. Therefore, you will need to qualify as a U.S. Person, which is defined as a U.S. Citizen, a U.S. Permanent Resident or a political asylee in compliance with International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR). Acceptable proof of this status includes a US Passport, Permanent Resident Card, US birth Certificate or Naturalization Certificate. Maintenance, including renewal, of licensing authorization is a condition of employment. Government authorization may be a suitable alternative after review on a case-by-case basis.

This specification is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. Ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Fairbanks Morse Defense.