FAE Department Assistant

Wistron Infocomm Usa Corporation; United States; On-site; USD 52,000 - 72,000; Full time

Job summary

Wistron InfoComm USA Corporation is seeking an FAE Department Assistant to provide administrative and operational support for the Field Applications Engineering group. You will help manage training records, coordinate meetings, and assist with purchasing, reporting, and basic IT tasks.

The role requires strong organizational skills, attention to detail, and the ability to collaborate with HR, IT, and procurement teams to ensure smooth day-to-day operations in a full-time office environment.

Qualifications

• Associate degree or technical diploma in business administration or related field preferred.
• 1–3 years of experience in administrative support, HR support, procurement, or IT helpdesk roles preferred.
• Familiarity with LMS, ERP, or ticketing systems is a plus.
• Microsoft Office proficiency or Google Workspace familiarity.

Responsibilities

• Maintain and update training records, onboarding, recurring training, and certifications.
• Coordinate training schedules and communicate requirements to employees and supervisors.
• Prepare meeting invitations, agendas, and materials; record and distribute minutes.
• Receive, log, and track purchase requests; ensure approvals and proper documentation.
• Collect and compile daily department output metrics and KPIs for leadership.
• Maintain inventory of departmental laptops and provide first-level IT support.
• Serve as a point of contact for employee inquiries and escalate as needed.
• Document training, meetings, assets, and reports with audit-ready records.
• Collaborate with HR, IT, procurement, and supervisors to complete tasks.

Job description

Job Title: FAE Department AssistantDepartment: FAE (Field Applications Engineering)Location: [Insert Location]Employment Type: Full-TimeFLSA Status: Non-ExemptPosition SummaryThe 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 ResponsibilitiesTraining Records ManagementMaintain 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 CoordinationSchedule 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 SupportReceive, 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 ManagementCollect 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 SupportMaintain 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 & CommunicationServe 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 & RecordkeepingMaintain 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 SupportCollaborate 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.QualificationsEducation & ExperienceAssociate 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 QualificationsFamiliarity with LMS, ERP, or ticketing systems.Certifications such as Microsoft Office Specialist or CompTIA IT Fundamentals are a plus.Key Skills & CompetenciesAdministrative & Organizational SkillsStrong time management and multitasking abilities.Ability to maintain structured records and meet deadlines.Technical & Systems KnowledgeBasic understanding of laptop systems (Windows/Mac) and user account management.Proficiency in Microsoft Office (Excel, Outlook, Word) or Google Workspace.Communication & Interpersonal SkillsClear, professional communication across all organizational levels.Ability to handle sensitive information with discretion and professionalism.Attention to Detail & ComplianceHigh level of accuracy in data entry and documentation.Strong adherence to processes, confidentiality, and compliance standards.Tools & SystemsMicrosoft 365 / Google Workspace (Outlook, Excel, Calendar)Learning Management Systems (LMS)ERP or procurement systemsHelpdesk/ticketing platformsStandard office equipment (phone, printer, scanner, asset labeling tools)Working ConditionsPrimarily 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 RoleManaging 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 ExpectationsThe 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.Equal Employment Opportunity StatementWistron InfoComm USA Corporation is an Equal Opportunity Employer. We are committed to providing a diverse and inclusive work environment without regard to any protected characteristic under applicable law.At-Will Employment StatementEmployment with Wistron InfoComm USA Corporation is at-will. This means that either the employee or the company may terminate employment at any time, with or without cause or notice, in accordance with applicable laws.