Administrative Assistant / HR Specialist

Spara Technologies seeks a highly adaptable, service-oriented, self-starting HR Specialist/Administrative Assistant to support the CEO, executive leadership, engineering and manufacturing teams, and customers. This is a hands-on, onsite, business-critical role where responsiveness, accuracy, and follow-through directly impact profitably, customer confidence, and operational success.

This role is ideal for someone who thrives in ambiguity, enjoys wearing multiple hats, and takes pride in being the person who keeps everything moving. The successful candidate will be a problem solver, organizer, and trusted partner who builds structures where none exists and adapts as the business grows.

Serve as a front-line point of contact for customers, subcontractor engineers, and internal stakeholders, delivering fast, professional, and accurate responses

Provide a high-touch service experience for both customers and talent, recognizing they are Spara’s most critical assets

Track requests, commitments, and action items to ensure timely follow-through and resolution

Proactively identify and resolve issues that could delay engineer deployment, manufacturing schedules, customer satisfaction, or revenue

Provide direct administrative support to the CEO and team, including complex calendar management, prioritization, and conflict resolution

Manage all aspects of domestic and international travel, including off-hours support when required

Accurately prepare and submit expense reports in accordance with company policies

Proactively manage executive email, flagging priority actions and ensuring follow-up

Prepare executive-level documents, reports, and presentations

Coordinate meetings end-to-end, including room scheduling, virtual meetings, visitor escorting, materials, and catering

Attend meetings as needed, take meeting minutes, and distribute action items

Build collaborative relationships with other administrative and executive support staff

Own and execute onboarding and offboarding for employees and subcontractors with speed, accuracy, and compliance

Coordinate background checks, clearance documentation, contracts, system access, and orientation

Enable rapid deployment of engineers to customer and internal assignments, understanding onboarding speed directly impacts customer and employee satisfaction

Maintain accurate, confidential personnel and subcontractor records

Serve as a trusted administrative resource for engineers and staff

Actively support recruiting efforts at local job fairs, career events, and industry networking opportunities

Coordinate outreach and partnerships with high schools, trade schools, JTEC programs, and other vocational/technical pipelines to identify and attract engineering and technician talent

Assist in developing and executing targeted talent identification strategies to build a robust pipeline of skilled technicians and engineers

Support manufacturing workflows by ensuring administrative and operational needs are met

Support AS9100 certification and compliance activities, including document control, record management, and audit preparation

Assist quality engineers with maintaining quality system documentation and ensuring procedures are followed

Coordinate corrective actions, training records, and compliance documentation as required

Support facilities management, including coordination with vendors, building services, and maintenance

Order office supplies, manufacturing consumables, and general materials

Coordinate and order lunches for meetings, team events, and customer visits

Plan and coordinate company events, meetings, and employee engagement activities

Ensure a professional, safe, and well-organized onsite work environment

Assist with marketing initiatives, including drafting and scheduling social media posts

Support customer-facing communications, announcements, and internal messaging

Help maintain a polished and professional company image

Operate effectively with changing priorities, evolving processes, and minimal supervision

Take ownership of problems and figure out solutions even when direction is limited

Build, refine, and document processes as the company scales

Take on additional duties as required to support business needs

Maintain a positive, solutions-oriented mindset in a fast-paced startup environment

Onsite role in Tucson, AZ

Fast-paced startup environment with high accountability

Why This Role Matters This role is foundational to Spara Technologies’ success. The individual in this role will have broad ownership, high visibility, and meaningful impact as Spara continues to grow.