Lab Administrative Assistant I at AAON Inc

Description

Job Summary: Provides a wide range of administrative and clerical tasks to ensure the efficient and effective operation of the Lab. Provides support to management, staff, and customers, helping to maintain a well-organized and productive work environment.

Essential Job Duties and Responsibilities:

• Organizes and manages R&D files, documents, and records.
• Schedules and coordinates customer lab tours.
• Handles phone calls and emails, directing inquiries as needed.
• Maintains office supplies and equipment, reordering as necessary.
• Drafts, proofreads, and distributes communications via email and Communication Board.
• Serves as a point of contact between NAIC, clients, vendors, and stakeholders.
• Prepares meeting rooms, including catering arrangements when needed.
• Assists with organizing company events and gatherings.
• Maintains physical and electronic filing systems, ensuring documents are easily accessible.
• Uses office software (e.g., word processors, spreadsheets, presentations).
• Greets and assists visitors and clients in a professional manner.
• Ensures an organized and clean office environment.
• Supports ad-hoc tasks and projects as assigned.
• Contributes to a positive and energetic work atmosphere.
• Assesses customer needs during witness tests to ensure satisfaction.
• Maintains records for Engineering and Lab budgets and inventory.
• Distributes accurate communications to lab employees.
• Tracks and manages office and tool inventory.
• Reports inefficiencies in processes to supervisors.
• Submits required documentation to safety and security departments.

Qualifications

Education and Experience Requirements:

Administrative experience preferred. Minimum of a high school diploma or equivalent.

Knowledge, Skills, and Abilities:

• Demonstrates strong interpersonal, verbal and written communication skills.
• Ability to handle sensitive information with discretion and integrity.
• Demonstrates accuracy in document handling, data entry, and maintaining records with a high attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Possesses strong computer proficiency with experience with Microsoft Office
• Professional and friendly when interacting with clients, vendors, and visitors.
• Comfortable with learning new tools or processes.
• Works effectively in a fast-paced, high-pressure, team environment.

Work Environment:

• Office with periodic visits to the test lab and manufacturing facility with seasonal hot and cold temperatures, dust, and some chemical fume exposure.
• Lift up to 50 lbs., climbing, stooping, sitting, or standing for prolonged periods.

Disclaimer:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This job description is not an exhaustive list of all functions that the employee may be required to perform, and the employee may be required to perform additional functions. The company reserves the right to revise this job description at any time.  The employee must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship.