Job Description
Job DescriptionDescription:
AP4 is seeking an Administrative Operations Specialist
AP4 Group LLC is a global full-service provider of heavy-duty & aeroderivative industrial gas turbine maintenance, including spare parts distribution, component repairs, and field services. Our team of 160 dedicated employees is on a mission to provide our customers with the parts and services they need when they need them. We continue to grow and are on the hunt for talented people to join our team!
What are your responsibilities?
The Administrative Operations Specialist supports ISO process and compliance activities, oversees daily office operations, and assists with project coordination and executive support. The Specialist will help ensure efficient office workflows, maintain accurate records, and provide reliable support to the Vice President of Parts, with a dotted line reporting relationship to the Vice President of Operations. This position is ideal for a proactive communicator who thrives in a fast-paced environment and is comfortable handling sensitive information, coordinating meetings, and supporting operational initiatives.
What will you do?
ISO Process and Compliance Support
- Assist with maintaining the ISO 9001quality management system documentation, including policies, procedures, work instructions and forms.
- Support internal audits and corrective action tracking; help ensure timely closure of action items.
- Coordinate training logistics and maintain compliance calendars; track certification renewals as needed.
- Serve as a point of contact for ISO-related inquiries and help prepare management reports.
Administration and Office Operations
- Manager supplier agreements. Ensure accurate and consistent information is being supplied.
- Manage daily office operations, including mail receipt, sorting, distribution, and courier logistics.
- Oversee facilities responsibilities (supplier coordination, vendor communications, maintenance requests).
- Maintain organized filing systems, electronic records, and confidential documentation.
- Manage general office calendars, office supplies, and equipment maintenance.
Executive Support and Project Assistance
- Provide calendar and meeting management for the Operations Manager and Vice President of Parts, coordinate agendas, materials, and logistics for internal and external meetings.
- Assist with special projects and provide support as needed to the Operations Manager and Vice President of Parts.
- Prepare and format documents, presentations, and reports.
Administrative Support for Hughes Technical Services
- Assist with timecard administration and approvals.
- Assist with reviewing expense reports.
- Other duties as required.
Why you’ll love working at AP4!
- Team culture focused on building trust and empowering everyone to do their best work!
- Medical, dental, prescription and vision coverage available on your first day of employment!
- Health Savings Account Employer Contribution of $1500 for individuals or $3000 for families who enroll in a high-deductible health plan.
- Telehealth benefits.
- Matching 401(k) plan.
- Competitive paid time off plan and 8 paid holidays, plus 2 floating holidays.
Requirements:
What do you need to qualify for this role?
- High School Diploma required; Associate degree preferred.
- At least 5 years of experience in a corporate business setting.
- Compliance knowledge is a plus, especially ISO 9001 and quality audits
- Basic project management skills (scheduling, task tracking)
- Proficient in full suite of Microsoft Office.
- Intermediate Excel skills (pivot tables, VLOOKUP, charts).
- Proactive communicator.
- Comfortable handling sensitive information.
- Strong organizational skills, ability to prioritize, and multitask.
- Ability to work in a fast-paced environment and meet deadlines.
- Ability to solve problems and recommend enhancements.
- Excellent written and verbal communication skills.
- Attention to detail and strong follow-up skills.
AP4 Group LLC is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, disability, genetic information, pregnancy, citizenship, marital status, sex/gender, sexual preference/ orientation, gender identity, age, veteran status, national origin, or any other status protected by law or regulation.