Design Administrator

Position Summary

The Design Administrator provides comprehensive administrative, financial, procurement, and operational support to the Embraer Design Operations Team. This role ensures continuity of operations, compliance with corporate policies, and a productive work environment by managing procurement processes, vendor coordination, travel logistics, IT requests, software renewals, and cross-functional communication.

The position requires a high level of organization, discretion, emotional intelligence, and proactive problem-solving to support both executive leadership and team operations.

Key Responsibilities

Administrative & Executive Support

• Provide direct administrative support to the Director of Design.
• Manage priorities with professionalism, discretion, and attention to detail.
• Coordinate activities and follow-ups as required to support leadership effectiveness.
• Maintain confidentiality of sensitive information.

Procurement & Financial Operations

• Manage procurement processes using the SAP system, including:
  • Purchase Requisitions (PRs)
  • Purchase Orders (POs) and Payments (FRs)
• Track approval workflows and ensure timely processing.
• Coordinate with Procurement and Finance to ensure policy compliance.
• Maintain accurate procurement records and documentation.

Accounts Payable & Payments

• Liaise with Accounts Payable to ensure timely invoice processing and vendor payments.
• Resolve invoice discrepancies and follow up on outstanding payments.
• Support accurate financial tracking and documentation.

Vendor & Supply Management

• Act as the primary administrative contact for vendors supporting the Design team.
• Coordinate quotes, orders, contracts, and renewals.
• Manage office, project, and operational supplies, including biweekly Amazon orders.
• Anticipate team needs to prevent supply disruptions.

Software, Tools & License Management

• Track and manage annual renewals of critical software and tools.
• Coordinate with IT, Procurement, and Finance for timely renewals.
• Ensure uninterrupted access to systems necessary for team execution.

Travel Coordination

• Organize domestic and international travel for leadership.
• Arrange flights, accommodations, and logistics in compliance with corporate travel policies.
• Support documentation and expense coordination as required.

Operational Organization & Process Support

• Maintain organized records related to procurement, payments, contracts, and renewals.
• Identify administrative risks and address them proactively.
• Support continuous improvement of administrative and operational processes.
• Build strong professional relationships to support efficient operations.

Required Competencies & Skills

Technical & Operational Skills

• Proficiency in ERP systems (SAP preferred)
• Strong understanding of procurement and financial processes
• High attention to detail and documentation accuracy

Behavioral & Professional Competencies

• Strong emotional intelligence and interpersonal skills
• Proactive, solution-oriented mindset
• Ability to manage multiple priorities effectively
• Clear and professional communication skills
• High level of reliability, accountability, confidentiality and discretion

Embraer is an Equal Opportunity Employer.