Administrative Assistant - Philadelphia International Airport - PHL

About the role

This position provides general administrative and operational support for a staff of 140 leadership, mechanic, and support positions by assisting with financial and vendor-related tasks, conducting basic research, compiling and preparing required reports, handling requests for information, escorting visitors, and performing routing day-to-day activities, as requested, to support employees and help keep office operations organized and running smoothly. Works under close supervision.

Responsibilities

These duties are not meant to be all-inclusive and other duties may be assigned.

• Oversee and coordinate daily office operations as directed by the Site Manager and/or Admin Supervisor.
• Process vendor invoices and create vouchers tied to the appropriate purchase orders.
• Collect and review required documentation from new vendors and assist with vendor registration.
• Reconcile vendor statements against invoices and resolve discrepancies.
• Follow up with the appropriate departments to address invoice and purchase order issues.
• Maintain detailed records of fleet related invoices and distribute registration and insurance cards as needed.
• Escort visitors, vendors, and prospective employees throughout airport facilities as needed.
• Respond to basic HR-related questions and escalate concerns as needed.
• Provide administrative support for HR functions, including onboarding, orientation, and employee badging.
• General office administrative duties, which may include maintenance of electronic files, distribution of mail and communications, ordering supplies, printer maintenance, processing invoices, maintaining files, etc.
• Perform other admin duties as required.

Requirements

• High School Diploma or GED.
• Ability to maintain confidentiality, manage priorities, and meet deadlines.
• Strong attention to detail and ability to identify and resolve discrepancies.
• Must be eligible to obtain and maintain airport security clearance.
• Proficient with the Microsoft Suite: Excel (familiarity with Pivot Tables and VLOOKUP functions preferred), Outlook, PowerPoint, Word, etc.

Qualifications

• Excellent interpersonal communication (verbal and written) and