FAE Department Assistant

FAE Department Assistant

Department: FAE (Field Applications Engineering)

Position Summary

The FAE Department Assistant is responsible for providing administrative and operational support to the department, ensuring efficient day-to-day activities. This role supports training record management, meeting coordination, purchasing processes, departmental reporting, basic IT support, and employee communications. The position requires strong organizational skills, attention to detail, and the ability to coordinate effectively with supervisors, HR, IT, and procurement teams.

Key Responsibilities

Training Records Management

• Maintain and update training records, including onboarding, recurring training, and certifications.

• Track training completion and compliance; generate and distribute reports to supervisors and HR.

• Coordinate training schedules and communicate requirements and deadlines to employees.

Meeting Coordination

• Schedule and organize departmental meetings (recurring and ad hoc).

• Prepare meeting invitations, agendas, and materials.

• Record and distribute meeting minutes and action items as needed.

Purchasing & Procurement Support

• Receive, log, and track purchasing requests and supporting documentation.

• Ensure proper approval workflows are followed and monitor status.

• Maintain organized records of purchase orders, invoices, and vendor communications.

• Escalate delays or missing approvals as necessary.

Daily Reporting & Data Management

• Collect and compile daily department output metrics and KPIs.

• Prepare and distribute standardized reports to leadership and stakeholders.

• Maintain historical reporting data and assist with basic trend analysis and discrepancy identification.

Laptop & Basic IT Support

• Maintain inventory of departmental laptops and accessories, including asset tracking.

• Provide first-level support for account access, password resets, and software requests.

• Coordinate escalations with IT for complex technical issues.

• Support onboarding and offboarding activities, including equipment provisioning and return.

Employee Care & Communication

• Serve as a point of contact for routine employee inquiries and minor concerns.

• Escalate employee relations matters to supervisors or HR as appropriate.

• Manage departmental communications, including announcements, shift updates, and emergency notifications.

Documentation & Recordkeeping

• Maintain accurate and organized documentation for training records, meetings, purchasing, assets, and reports.

• Track requests, timestamps, and outcomes for auditing and reporting purposes.

• Ensure compliance with company procedures and record retention standards.

Cross-Functional Support

• Collaborate with HR, IT, procurement, and supervisors to ensure timely completion of tasks.

• Follow established processes and contribute to continuous improvement efforts.

• Provide additional administrative support during peak workloads or staffing shortages.

Qualifications

Education & Experience

• Associate degree, technical diploma, or equivalent experience in business administration or a related field preferred.

• 1–3 years of experience in administrative support, HR support, procurement, or IT helpdesk roles preferred.

Preferred Qualifications

• Familiarity with LMS, ERP, or ticketing systems.

• Certifications such as Microsoft Office Specialist or CompTIA IT Fundamentals are a plus.

Key Skills & Competencies

Administrative & Organizational Skills

• Strong time management and multitasking abilities.

• Ability to maintain structured records and meet deadlines.

Technical & Systems Knowledge

• Basic understanding of laptop systems (Windows/Mac) and user account management.

• Proficiency in Microsoft Office (Excel, Outlook, Word) or Google Workspace.

Communication & Interpersonal Skills

• Clear, professional communication across all organizational levels.

• Ability to handle sensitive information with discretion and professionalism.

Attention to Detail & Compliance

• High level of accuracy in data entry and documentation.

• Strong adherence to processes, confidentiality, and compliance standards.

Tools & Systems

• Microsoft 365 / Google Workspace (Outlook, Excel, Calendar)

• Learning Management Systems (LMS)

• ERP or procurement systems

• Helpdesk/ticketing platforms

• Standard office equipment (phone, printer, scanner, asset labeling tools)

Working Conditions

• Primarily office-based with occasional presence on the production floor or warehouse for support activities.

• Frequent computer and phone use.

• May require occasional overtime during peak reporting or operational periods.

• Ability to lift up to 25 lbs occasionally when handling equipment or supplies.

Challenges in the Role

• Managing multiple concurrent priorities, including IT support, purchasing, and reporting deadlines.

• Keeping records accurate, up-to-date, and audit-ready in a dynamic environment.

• Coordinating effectively across multiple departments to ensure timely task completion.

Performance Expectations

The FAE Department Assistant is expected to demonstrate accuracy, responsiveness, and strong organizational capabilities. Success in this role includes timely completion of administrative tasks, effective coordination across teams, accurate reporting, and maintaining well-organized, compliant records.

To apply send your resume to ana@employeeemagnets.com