Job Description

ABOUT HEAVISIDE INDUSTRIES

Heaviside Industries delivers advanced technological capabilities for the U.S. and allied defense industry. Heaviside’s team brings deep experience engineering and manufacturing defense products, putting advanced tech on the battlefield and into the hands of warfighters. Heaviside gives warfighters multi-domain capabilities with a product portfolio that spans land, air, sea, and space.

These capabilities are critical to protecting our freedom and require urgency. While much of the defense industry is mired in decades-long development cycles, the Heaviside team is architected to deliver world-class, battle-tested products to our customers at speed and scale.

We are looking for builders who want to create step changes in technology for those who protect us all.

If you are a visionary who wants to solve complex problems, save lives, and see your work make a difference in the world, join us at the Heaviside.

ABOUT THE POSITION

The Office Administrator is responsible for maintaining office organization, efficiency, and operational flow while supporting administrative, financial, and logistical functions.

WHAT YOU WILL DO

Administrative and Operational Support

• Serve as the primary point of contact for staff, management, and external parties.
• Oversee daily office activities, maintain office equipment, and coordinate necessary repairs.
• Ensure the workplace environment remains organized, functional, and efficient.
• Act as the point of contact for cleaning services, building-related issues.

Financial and Records Management

• Assist with expense tracking and basic bookkeeping tasks.
• Process invoices, payments, and provide support for Accounts Payable activities.
• Assist with generating and preparing sales quotes.

Supplies and Inventory

• Monitor and order office supplies and snacks within established budgets.
• Maintain inventory levels to ensure the office is properly stocked.

Human Resources Support

• Assist with employee onboarding and documentation.
• Maintain employee records and support general HR administrative tasks.

Shipping and Logistics

• Generate shipping documents, including bills of lading, labels, and EEI filings for international shipments.
• Schedule shipments, coordinate with carriers, and resolve delivery delays or issues.
• Ensure compliance with shipping regulations and customer requirements.

WHAT WE’RE LOOKING FOR

• Associate’s or Bachelor’s degree in Business Administration, Management, or a related field preferred.
• 3+ years of experience in an administrative, office management, or similar role.
• Strong organizational and time-management skills with the ability to manage multiple tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software.
• Basic understanding of bookkeeping and accounts payable processes.
• Experience with shipping logistics or documentation is a plus.
• Excellent communication and interpersonal skills.
• Ability to work independently and maintain confidentiality with sensitive information.
• Strong attention to detail and problem-solving abilities.

Additional Information:

Compensation bands are determined by role, level, location, and alignment with market data. Individual level and base pay is determined on a case-by-case basis and may vary based on job-related skills, education, experience, technical capabilities and internal equity. In addition to base salary, for full-time hires, you may also be eligible for long-term incentives, in the form of stock options, and access to medical, vision & dental coverage as well as access to a 401(k) retirement plan.

To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here.

Heaviside is an Equal Opportunity Employer; employment with Heaviside is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, physical disability or any other legally protected status.

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