Coordinator, Office Operations & Finance

Departments: Human Resources, Finance

Date: 22 September 2021

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

 

Position Summary:

As a key member of the Aerospace Industries Association, the Coordinator, Office Operations & Finance supports functions central to the day-to-day operations of AIA, HR, and the finance department.  Reporting to the AVP of HR and the Director, Financial Services, the Coordinator, Office Operations provides coverage of the office infrastructure for the smooth function of the organization and plays a key role as the first contact for visitors, guests and callers to AIA when covering the front desk. He or she also plays an essential role in the Finance Department fulfilling duties on routine processes and special projects. The Coordinator is an important contact for members on sales collection and the dues billing process and is an important contact internally for the AIA Team on the billing and expense systems. Strong organizational and communication skills, as well as the ability to handle confidential information, are necessary.

 

Core Duties and Responsibilities:

Office Management Duties:  Responsible for overall front office operation, including the reception area, mail, supply purchasing requests.

  • Responsible for the facilities day-to-day operations.
  • Coordinates issues with building management and housekeeping services to ensure proper operation and appearance of AIA offices.
  • Ensure the functional operations of office supplies and equipment for the staff.
  • Provides recommendations on supply flow, selection, timing and source based on expertise with supply utilization.
  • Processes invoices for office operations using corporate billing system (i.e. Bill.com) from various vendors. Reviews bills for accuracy, balance and past payment status.
  • Supervises the maintenance of office equipment including coordinating with IT staff on networked equipment.
  • Ensures the maintenance of the office shared and conference room space, as well as coordination with housekeeping of office facilities.
  • Ensures the proper appearance and operation of the conference rooms, including scheduling of support staff (i.e., AV technician) for required meetings.
  • Maintains the records retention/office shredding/document management system (Iron Mountain).
  • Manages incoming and outgoing mail; sorting and distributing to the appropriate team member in a timely manner.
  • Manages courier/freight/package deliveries and coordinates with staff on deliveries.

Administrative Duties:  Responsible for providing support to the Finance Department that includes but is not limited to the following:

  • Provides support during the annual dues invoice process: Conducts email and phone outreach to member contacts to collect sales and tracks collection of sales. Sends invoices and payment information to member companies and follows up on outstanding balances. Maintains accurate lists of sales and billing contacts in AIA’s CRM.
  • Maintains information in AIA’s CRM, including records for sales and billing contacts and the Finance Committee. Adds and edits sales for member companies, runs reports of members sales and outstanding balances.
  • Receives and processes invoices for Finance Department contractors using corporate billing system (i.e. Bill.com). Reviews bills for accuracy, balance, and past payment status. Tracks bills and statements in a master spreadsheet. Downloads bills for monthly insurance payments from payment portals.
  • Creates and deactivates accounts in the Concur expense system. Completes monthly expense reports for Director, Finance.
  • Follows up with vendors to ensure we have W9 forms on file for all existing and new vendors.
  • Completes routine bank deposits for checks received at the AIA office.
  • Drafts and sends routine communication to staff, including reminders about submissions and approvals in billing and expense systems.
  • Supports preparation of materials for Finance Committee and subsidiary (NCAT and NIASS) meetings: Schedules meetings and prepares materials including agenda, list of trustees, minutes, and attachments.
  • Helps assemble total benefit letters in December using Microsoft Mail Merge.
  • Compiles data and completes analysis on accounting and other department information. This can include bills that are scheduled or need approval for the weekly liquidity report, a list of hire anniversary dates, or a list of interns and their start and end-dates for payroll.
  • Maintains calendar for Director, Financial Services: Schedules routine and ad-hoc meetings with AIA staff, members, and contractors; sends meeting information to participants, tracks routine calendar reminders.
  • Maintains master calendar for Finance Department: Reviews calendar on a weekly basis to track deliverables and adds items as needed.
  • Helps prepare Finance Department budget for the upcoming year (in the fall) and for the revised budget (in the spring)

Receptionist Duties:  Acts as AIA first representative to callers and visitors to AIA.  Provides professional and personal reception to all AIA guests.  Acts as the voice and face of AIA to anyone contacting or visiting AIA.

  • Receives guests and visitors, in a professional manner and give them complete and undivided attention; answers questions, in person and by telephone; responds to inquiries from employees, members and others and refers them to the appropriate to the appropriate AIA contact or other resource.
  • Answers phone promptly, listens carefully, speaks clearly, uses correct grammar, and provides basic information to callers.
  • If the person for whom the caller is requesting is not available, offers to take messages or asks if they would like to be transferred to the person’s voicemail.
  • If a message is taken, obtains specific information such as correct name (ask for spelling), telephone number, time of call, and reason for call.
  • Ensures comfort and convenience for guests; offers coffee and refreshments.
  • Gives AIA office directions to callers.
  • Has back-up responsibility for the Front Desk Guide and helps to ensure that all information is kept up to date and available.
  • Keeps the reception area organized, clean and neat; ensures model cabinets are clean and neat.
  • Receives and routes deliveries (Fed-ex etc) and informs staff of deliveries; calls for courier/express mail pick ups.
  • Maintains visitor log and sign-in sheets.
  • Maintains presence at the front desk to greet all guests, upon arrival, and ensures that no one is allowed unauthorized access to our offices.
  • Maintains conference room scheduling.

 

Qualifications and Experience:

Experience Required

  • A minimum of 3 years of relevant experience required
  • Experience in in non-profit organization, trade association or aerospace industry preferred
  • Self-motivated; flexible; team-oriented; independent
  • Excellent time and project management skills
  • Outstanding communication skills (speaking, writing, editing)
  • Demonstrated ability to provide exceptional customer service
  • Ability to work under pressure; managing multiple tasks simultaneously is required
  • Ability to work with and relate to different personalities at all business levels
  • Enthusiastic, positive personality with a true commitment for the aerospace and defense industry
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)

Education:

  • A Bachelor’s degree or comparable work experience is required

To Apply, please send the following documents to jobs@aia-aerospace.org:

  • Resume
  • Cover Letter
  • Three (3) References [Name, Title, Contact information]

AIA is proud to be committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or Veteran status. Consistent with these policies, we strongly believe that diversity contributes to a broader collective perspective that will consistently lead to a better organization and better results. We are working hard to increase the diversity of our team wherever we can and we actively encourage everyone to consider becoming a part of it.