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.