Flight Operations Administrative Assistant

POSITION SUMMARY:

The Flight Operations Administrative Assistant provides essential administrative logistical and operational support to the Operations Control Center (OCC). This role ensures smooth coordination across departments by managing crew travel documentation maintaining digital records supporting expense reconciliation and facilitating communications with internal teams and external partners. The Administrator plays a vital role in maintaining compliance improving crew experience and contributing to Amerijets overall operational effectiveness.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned from time to time.

Process China Visas for pilots including coordination with handlers preparing applications and managing logistics with the Chinese Embassy.

Maintain crew data and documentation in AIMS including passport info visa status and document expirations.

Support the onboarding process for new pilots or operations staff by preparing orientation materials and documentation packages.

Create and manage Concur accounts for crew members and oversee expense report tracking and approvals.

Manage iPad and badge logistics (inbound/outbound shipping replacements coordination with ID administrator).

Create and maintain accurate records filing systems and trackers for departmental compliance needs.

Attend internal meetings and produce accurate minutes for distribution.

Process and audit trip envelopes for flight activity ensuring accuracy and compliance with internal documentation standards.

Perform general administrative tasks such as travel coordination invoice processing procurement of supplies and internal communication support.

Other duties as assigned.

Minimum Qualifications Skills Education and Experience:

2 or more years of experience in administrative operations or airline support roles

Proficiency in Microsoft Office Suite (Excel Outlook Word)

Familiarity with expense management tools

Strong organizational and multitasking skills

Excellent written and verbal communication skills

Ability to handle confidential and timesensitive materials

Preferred Qualifications and Skills:

Experience with airline systems such as AIMS Descartes or flight planning tools

Background in aviation operations or flight dispatch

Bilingual proficiency (English/Spanish) preferred.

Supervisory Responsibilities:

This position does not have direct supervisory responsibilities but may assist in mentoring or coordinating tasks among junior administrative staff or interns when applicable.

Physical Activities and Requirements of the Position:

Prolonged periods sitting at a desk and working on a computer.

Must be able to handle stress related to tight deadlines and multiple concurrent priorities.

Acknowledgment:

The above statements are intended to describe the general nature of work performed in this position. These statements are not to be construed as an exhaustive list of all responsibilities tasks and skills required of an employee in this position. Amerijet International Airlines Inc. reserves the right to request that other tasks be performed when warranted (for example by emergencies changes in personnel or workload corporate reorganization or technical development). Amerijet International Airlines Inc. also reserves the right to revise this job description.

AAP/EEO Statement:

Amerijet International Airlines Inc. is an equal opportunity employer and will consider all qualified applicants without regards to race color religion national origin sex sexual orientation age disability veteran status or any other protected factors under federal state or local law. Any applicant requiring assistance with our online application process or who needs accommodation for the application process due to a disability should send an email to .

Legal Notices to All Applicants:

EEO is the Law

Employee Rights Under The Family and Medical Leave Act

Employee Polygraph Protection Act

Everify Participation

DOJ Right to Work

Florida Law Prohibits Discrimination