Sr. Administrative Assistant - Customer Training
Sr. Administrative Assistant - Customer Training
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1 Vacancy
Job Description
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Job Description:
Airbus Helicopters is looking for a Senior Administrative Assistant to join our Customer Training Team in Grand Prairie TX.
The administrative assistant works with the front office team to provide customers with excellent and timely end-to-end support from first contact with the training center logistics & accommodations classroom assignment and certificate records management.
Meet the team:
The Airbus Helicopters Inc. (AHI) Training Center offers North American and global customers a comprehensive curriculum of Pilot and Technician training services across the spectrum of Airbus Helicopter types.
Your working environment:
A suburb just outside the Dallas-Fort Worth metropolitan area is home to Airbus Helicopters U.S. regional headquarters where we have more than 1000 employees. Check out one of the seven professional sports teams that also call Dallas home - you may even see a special custom Airbus helicopter dedicated to the Dallas Cowboys flying during home games.
How we care for you:
- Financial Rewards: Competitive base salary incentive compensation which may include profit sharing schemes retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (ESOP)
- Work/Life Balance: Paid time off including personal time holidays and a generous paid parental leave program.
- Health & Welfare: Comprehensive insurance coverage including medical (traditional and high-deductible health plans) prescription dental vision life disability Employee Assistance Plan (EAP) and other supplemental benefit coverages.
- Individual Development: Upskilling and development opportunities through our global Leadership University including unlimited access to 10000 e-learning courses focusing on ways to develop your employability certifications career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.
At Airbus we support you to work connect and collaborate more easily and accessibly. Wherever possible we support flexible working arrangements to stimulate innovative thinking.
Your challenges:
External Customer Support: 40%
Serve as initial contact point for customer support inquiries (phone calls onsite requests etc.)
Serve as department liaison to partner hotels to ensure a positive customer experience
Manage customer breakroom to include refreshments and daily catering or training customers
Administer customer entry badges
Administer customer satisfaction surveys
Assist customers with Wi-Fi logins
Prepare class folders for training courses and in with assistance from the Training Coordinators issue end of course certificates
Prepare customer information packets and promotional items
Operational Support for Training Department Personnel: 25%
Order requested supplies for internal personnel
Support Technical instructors with booking offsite training travel shipping training manuals and training aids and pre-printing certificates prior to travel
Manage Purchase Requests for training department contractors/vendors/affiliates; follow through to ensure successful completion/updates of Purchase Orders as required
Code and manage all vendor invoices in SAP
Support as department focal point for employee/contractor expense reimbursement system/process
Support with the organization of customer and/or department events
Manage inventory for breakroom company store and customer promotional items
Manage company store to include financial transactions and schedule quarterly business reviews with Head of Customer Training and Training Business Analyst/Project Manager
Training Coordination Support: 25%
Answer customer training inquiries/requests in a timely manner
Prepare single-event agreements for customers and assist with long-term complex training offers (510 15 years).
Assist customers with the enrollment process
Utilizes departmental LMS to schedule/create classes for training.
Assign classes to specific classrooms and in conjunctions with applicable supervisors coordinate instructor schedules to ensure best utilization of instructor personnel.
Resolve scheduling conflicts as a result of customer time constraints and internal resource challenges.
Additional Responsibilities:
Other duties as assigned:
S&S support for special projects as needed
Executive support as needed
Your boarding pass:
Education:
High School or GED equivalent
Preferred
Bachelors Degree
Experience:
Minimum of 6 years of administrative experience.
Preferred
Related experience in highly regulated fields such as aviation government contracting or healthcare
Internal external domestic and international collaboration with all levels of the organization and serve as a liaison between departments and customers.
Logistic and catering coordination for meetings and conferences.
Coordinating conferences
Concur travel system experience
Expense report reconciliation and processing
International and domestic travel arrangements including hotel and transportation
Outlook calendar and meeting space management
Coordinate training and onboarding
Manage track and code invoices
Licensure/Certifications:
Notary Public
Preferred
Lean Six Sigma QMS-related certifications a plus
Travel Required:
0% Domestic and International
Citizenship:
Authorized to Work in the US
Clearance:
None
Qualified Skills:
Knowledge Skills Demonstrated Capabilities:
Professional and polished presentation and communication skills due to high level of customer interaction
Ability to interact with customer executives (read write speak)
Patience and discretion a must due to handling of sensitive customer data
Attention to detail and uncompromising on quality
Preferred
None
Communication Skills:
Required:
Ability to communicate effectively in verbal and written form in English
Fluency in the English languages (read write speak) required
Preferred:
Fluency in the Spanish languages (read write speak)
Technical Systems Proficiency:
Required:
SAP experience
Click-n-Buy experience
General procurement process experience
Google platform
Preferred:
MS Office Suite
Complexity of the Role:
Level of Decision Making:
Responsible for customer satisfaction
Organizational information:
Reports to the Supervisor of Customer Training. Works with the Administrative Training Coordinator Master Scheduler Financial Administrator and other departments such as Flight Operations.
Direct Reports:
Is this a people manager
# of Exempt Reports: 0
# of Non-exempt Reports: 0
Job Dimensions:
This is a position of significant responsibility not only due to its business impact but also due to the documentation requirements sensitivity of data and legal risks associated with customer training services. The person responsible in this position will have to be extremely customer service focused uncompromising on the quality and professionalism that they convey and be able to work in a closely coordinated front office team dedicated to all the customer and operational aspect of delivering Airbus training services in North America.
Nature of Contacts:
Involved Communication on a daily Basis with internal and external parties
Physical Requirements:
Onsite or remote: Over 95% Onsite
Vision: able to see and read computer screens and other electronic equipment with screens able to read documents reports and engineering drawings. 100%
Hearing: able to participate in conversations in person and via teleconference or phone and to hear sounds on the production floor including safety warnings or alarms. 100%
Speaking: able to speak in conversations and meetings deliver information and participate in communications. 100%
Equipment Operation (personal computer telephone copies fax machine and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts. 100%
Carrying: able to carry documents tools drawings electronic equipment up to 30lbs/14kgs. 15%
Lifting: able to lift documents tools drawings electronic equipment up to 30lbs/14kgs. 25%
Pushing / Pulling: able to push and pull small office furniture and some equipment and tools. 20%
Sitting: able to sit for long periods of time in meetings working on the computer. 100%
Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving. 15%
Standing: able to stand for discussions in offices or on the production floor. 50%
Travel: able to travel independently and at short notice. Limited to no travel
Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office and production areas including uneven surfaces. 25%
Personal Protective Equipment required: Required PPE includes but is not limited to Safety Shoes Safety Glasses Hearing Protection Respirators/Masks and/or Protective Gloves as required by site and/or customer site
Administrative position only PPE required: Steel-toed shoes are required for all shop floor visits appropriate hearing/eye protection may also be required when visiting the shop floor.
Equal Opportunity:
All qualified applicants will receive consideration for employment without regard to race color sex sexual orientation gender identity religion national origin disability veteran status age marital status pregnancy genetic information or other legally protected status
As a leader in our field Airbus Helicopters Inc. provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.
As a matter of policy Airbus Helicopters Inc. does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered.
Airbus Helicopters Inc. does not offer tenured or guaranteed employment. Employment with Airbus is at will meaning either the company or the employee can terminate the employment relationship at any time with or without cause with or without notice.
NOTE: Airbus Helicopters Inc. reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
This job requires an awareness of any potential compliance risks and a commitment to act with integrity as the foundation for the Companys success reputation and sustainable growth.
Company:
Airbus Helicopters Inc.Employment Type:
US - Direct HireExperience Level:
ProfessionalRemote Type:
On-siteJob Family:
Administration / Documentation------
Job Posting End Date: 09.05.2025------
By submitting your CV or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus.
Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background age gender disability sexual orientation or religious belief.
Airbus is and always has been committed to equal opportunities for all. As such we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to.
Required Experience:
Senior IC
Employment Type
Full-Time
