Administrative Assistant

Are you an Administrative Assistant looking to join one of the top companies in the Aerospace and Defense industry?

Are you looking to further your career and grow?

Do you have experience in administrative or business operations?

If you answered yes to those three questions, then apply today!

Acara Solutions seeks highly qualified candidates to work ON-SITE with our client in Orlando, FL. Interested?

Here's what you'd do:

• The Administrative Assistant provides professional administrative support to ensure efficient operations across the business.
• This role is responsible for coordinating office activities, managing data entry and records, supporting contract administration processes, and providing assistance to staff with day-to-day operational needs.
• The Administrative Assistant serves as a key point of contact for internal teams and external partners, contributing to the organization's effectiveness and overall business success.
• Under the general direction of the hiring manager, provides secretarial and administrative support.
• The incumbent performs secretarial and administrative assistant duties for the site.
• This activity includes typing, sending, and receiving all Telex/Fax communications, keeping appointments, handling telephone calls, and, in the supervisor's absence, managing all communications with customers and distributors to ensure that all information is forwarded efficiently and adequately.
• Due to the size of the Division, the incumbent will be needed to perform under diverse and demanding conditions, necessitating sound judgment.
• The incumbent is needed to work alone and without direct supervision approximately 80% of the time.
• One aspect of this job is communicating with international customers, which often involves phone calls and personal contact, requiring the incumbent to receive foreign visitors to our company.
• This demands exceptional poise, tact, and a sensitivity to foreign cultures.
• This critical functional responsibility involves the complete coordination and execution of all incoming and outgoing Fax, telephone, and mail messages and correspondence in a prompt, efficient, and cost-effective manner.
• Good reasoning must be exercised to receive and disseminate information in a timely and appropriate manner.
• As a receptionist, all visitors to the site are received, screened, and directed to the appropriate parties from this location.
• This includes both vendors and clients, as well as visitors wishing to meet with site personnel.
• A "Visitors Register" and a Log of all personnel gaining entrance to the facility must be maintained as a condition of our Security Clearance.
• General housekeeping of the lobby is also a requirement of this position.
• Through a combination of good memory and a systematic note-taking system, the Administrative Assistant should act as an efficient communication and information hub.
• The requirements for this position include above-average typing skills and a well-developed sense of organization in performing the functions described above.
• The absence of supervisory personnel will need a level of initiative and self-efficacy, along with an acute sense of urgency and objective orientation.
• The incumbent will also frequently interact with other managers and officers, requiring poise, tact, and self-confidence.
• The incumbent should be very competent in the use of all office and communication equipment, such as typewriters, word processing, duplicating machines, calculators, Fax Machines, and telephones.
• Ideally, the incumbent should also be familiar with basic data processing concepts.
• Assists site managers on request.
• Type general correspondence on request.
• Receives, screens, and directs/escorts visitors to the appropriate people at the site.
• Maintains the lobby in terms of housekeeping.
• Maintains Visitors Registers.
• Provide general administrative support, including scheduling catering for meetings, maintaining calendars, coordinating purchasing card reconciliation, and preparing correspondence.
• Perform contract and contract-related data entry with a high degree of accuracy and compliance with established procedures.
• Assist with the preparation, formatting, and distribution of reports, presentations, and official documentation.
• Maintain organized electronic and paper filing systems for operational and contract records.
• Support onboarding and administrative processes for new staff as needed.
• Respond to inquiries, route requests, and ensure timely follow-up to internal and external stakeholders.
• Contribute to process improvement initiatives within administrative and operational functions.
• Uphold confidentiality and data integrity in all activities.

Here's what you'll get:

Pay: $20.00 - $27.00 / hour.

Hours: 40 hrs/Week. (1^st shift).

Length: Temp (13 months).

Sound like a good fit?

APPLY TODAY

About Acara Solutions

Acara is a premier recruiting and workforce solutions provider-we help companies attract and retain top talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver comprehensive staffing solutions, including contingent staffing, direct placement, executive search, and workforce services, worldwide.

• High School Diploma or GED.
• Minimum 2 years of experience in administrative or business operations.
• Minimum 2 years of experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related business applications.
• Minimum 4 years of experience in a secretarial role.

• Associate Degree in Business Administration or Office Management.
• Minimum of 2 years speaking, reading, and writing in Spanish and English
• Ability to manage multiple priorities in a fast-paced environment with minimal supervision.
• Demonstrated accuracy and attention to detail in contract and contract data entry.
• Ability to set priorities and maintain composure while responding to various international customer needs.
• Good verbal and written communication skills.
• Customer service orientation with responsiveness to internal and external needs.
• Demonstrated interpersonal skills with the ability to build positive relationships across teams.
• Familiarity with contract administration processes and terminology.
• High degree of professionalism, discretion, and integrity.
• Good organizational, planning, and problem-solving skills.

Additional Information:

• Upon offer of employment, the individual will be subject to a background check and a drug screen.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.