Administrative Assistant – Advanced Technology Group

Key Responsibilities

• Access & Security Management: Oversee building access badge processes, including applications, renewals, tracking, and necessary vendor follow-ups.
• Space & Desk Management: Maintain and update site desk schedules and workstation booking systems. Manage user permissions, handle approvals, release unused spaces, and distribute workspace protocols to new hires and international team members.
• Locker & Parking Allocations: Oversee the assignment and management of employee lockers and assist with the allocation and tracking of parking passes.
• Inventory & Logistics: Maintain and restock office, tent, and field trailer supplies, stationery, and kitchen/grocery items. Act as the primary point of contact for routine IT equipment or station needs.
• Safety Coordination: Coordinate personal protective equipment (PPE) inventory and distribute necessary safety compliance reminders to the team.

• Travel Coordination: Manage comprehensive travel schedules and arrange complex domestic and international travel bookings, including flights, lodging, and car rentals.
• Immigration & Compliance Support: Coordinate documentation, draft custom invitation letters utilizing established templates, and support administrative workflows for international visitors.
• Visitor Liaison: Serve as the primary administrative contact window and regional guide for international team members during their deployment in the Phoenix area.
• Corporate Housing Management: Coordinate cleaning, maintenance, and facility schedules with property managers for local training residences; perform grocery and supply runs as needed to ensure property readiness.

• Onboarding & Tracking: Set up new hire administrative milestones and coordinate first-day logistics.
• Compliance & Training Logistics: Coordinate required staff trainings, pre-deployment compliance steps, and specialized partner orientations.
• Reporting Support: Compile, review, and deliver quarterly deployment and administrative tracking reports for payroll processing.

• Event Management: Oversee end-to-end logistics, catering, and pickup needs for internal events
• Ad Hoc Project Support: Handle variable administrative requests as required, including the coordination, collection, and tracking.

Skills, Knowledge & Expertise

• Experience: 2+ years of experience in an administrative support, office coordination, or corporate logistics role. Experience within the engineering, construction, or technology industries is highly preferred.
• Language Skills: Bilingual fluency in English and Traditional Chinese is a major plus, enabling seamless communication and support for international team members and visitors.
• Technical Savvy: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort navigating digital workspace booking tools, scheduling platforms, and tracking databases.
• Logistical Agility: Proven capability managing complex calendar schedules, vendor relations, and international travel workflows.
• Communication & Cultural Competence: Strong verbal and written communication skills with a customer-service mindset. Ability to interact effectively and warmly with diverse, multicultural teams and international corporate visitors.
• Independence & Resourcefulness: A proactive self-starter who can manage variable tasks independently, prioritize shifting deadlines, and maintain confidentiality.
• Mobility & Physical Requirements: Valid driver’s license. Ability to lift up to 25 lbs occasionally for event setups, snack stocking, and supply replenishment.