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.
