Administrative Assistant

People. Passion. Pride. This is what has driven our teams since 1833. Since that time, we have developed to become a critical partner in the global aviation industry, delivering time-critical logistics services at over 300 locations in 65 countries, across 6 continents. But at the heart of our business is our people.

About the role

The Administrator Assistant position requires an enthusiastic team member to perform a wide range of administrative and office support activities in a professional, efficient, and friendly manner. The candidate should be able to work independently to coordinate activity between operations, administrative, payroll, and human resources related functions.

Responsibilities

• Perform general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution, and composing correspondence.
• Greet visitors and determine whether they should be given access to specific individuals.
• Maintain the working area in a neat and orderly fashion.
• Build professional relationships with customers and the team.
• Schedule and confirm appointments and maintain event calendars.
• Copy, file, and maintain paper and/or electronic documents and records.
• Open, sort, and distribute incoming correspondence daily.
• Prepare outgoing packages.
• Assist with expense reports as needed.
• Monitor station supply levels and order as necessary.
• Prepare requisitions, orders, or other documents for purchase.
• Code all invoices and process to corporate A/P in a timely manner.
• Maintain billing records and other source documents, which accurately represent the operation of the company.
• Enter and track candidate background orders and coordinate drug testing.
• Arrange, track, and coordinate all badging activities including Badge applications, appointments scheduling, reporting, and audits.
• Arrange, track, and coordinate all Customs Seals applications, appointments, reporting, and audits.
• Assist with new hire paperwork.
• Proactively seek out additional work during downtime.
• Take on additional tasks and responsibilities as needed.
• Complete special projects as required.
• Exemplify the desired culture and philosophies of the organization.
• Safety and security are the responsibility of each employee.
• All other tasks as requested by department managers and/or the General Manager.

Safety, Security, Wellbeing And Compliance

• Take reasonable care for the health and safety of themselves and of others who may be affected by their actions or omissions whilst at work.
• Be fully versed in International Aviation Safety and Security standards and passionate about promoting them within the organization.
• Co-operate with their manager/supervisor to allow them to perform or comply with any legal requirements imposed on the company.
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, safety, or welfare reasons.
• Inform their manager/supervisor of any work situation, equipment, or activity that represents a serious or immediate danger to health and safety.
• Report any hazards, near misses, incidents, accidents, or dangerous occurrences to their manager/Supervisor, who will then follow the procedures contained in this manual.
• Carry out work in accordance with information and training provided and any specific workplace health and safety rules or procedures.
• Fully understand the company health and safety policy.
• Attend training courses as may be arranged by the Company.

Requirements

• High school diploma or equivalent.
• Minimum 3 years’ experience working in a professional office environment.
• Highly organized with the ability to multi-task and continually prioritize responsibilities.
• High degree of self-assuredness and maturity.
• Excellent communication skills and client-service orientation.
• Ability to work well with all levels of management, staff, and clients.
• Discrete, tactful, and highly professional.
• Ability to work independently with minimal supervision.
• Demonstrated experience in handling sensitive and confidential information.
• Dependable, reliable, and responsible in fulfilling obligations.
• Possess a valid US driver's license.
• Ability to read, write, and speak fluent English.
• Must pass pre-employment background and drug test.
• Ability to lift up to 35 lbs.