Administrative Assistant

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 250 locations in 58 countries, across 6 continents.

But at the heart of our business is our people.

The Administrator position requires an enthusiastic team member to perform a wide range of administrative and office support activities in a professional, efficient, and friendly manner; inclusive of, but not limited to, filing, telephones, mail distribution and composing correspondence. The candidate should be able to work independently to coordinate activity between operations, administrative, payroll and human resources related functions.

Main accountabilities include:

• 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.
• Maintains billing records and other source documents, which accurately represent the operation of the company.
• Enter and track candidate background orders and coordinate drug testing.
• Assist with new hire paperwork.
• Arrange and coordinate all aspects of business trips to meet the specific needs of employees and by managing trips from start to finish.
• Manage tracking and reconciliation for flight cancellations.
• Oversee expenses and find creative solutions to control travel expenses for the company.
• Proactively seeks 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: ALL employees have a responsibility and duty whilst at work to:

• Take reasonable care for the health, wellbeing, safety and security of themselves and of others who may be affected by their actions or omissions whilst at work.
• Comply with the company drugs and alcohol policy and understand our commitment to a 'Zero Tolerance' attitude towards drugs, alcohol and psychoactive substances.
• Co-operate with their manager / supervisor in order 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, wellbeing, safety, security or welfare reasons.
• Inform their manager / supervisor of any work situation, equipment or activity that represents a serious or immediate danger to health, wellbeing, safety and security.
• Report any hazards, near misses, incidents, accidents or dangerous occurrences to their manager / supervisor, who will then follow the procedures contained in the HSE and Security manuals.
• Carry out work in accordance with information and training provided and any specific health, wellbeing, safety and security rules or procedures.
• Fully understand the Company Health & Safety and Security policies.
• Attend training courses as may be arranged by the Company

Qualifications and Experience:

• 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.

Diversity

Menzies Aviation are a committed equal opportunity employer and encourage applications for suitably qualified and eligible applicants regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy, and maternity. We strive to create an inclusive working environment, where the different knowledge, perspectives, experiences, and approaches of our global workforce are represented. Where everyone feels valued and can reach their full potential.