Administrative Support Specialist
Administrative Support Specialist
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Job Description
This is a remote position.
The Administrative Support Specialist at Quest Aviation plays an essential role in maintaining smooth efficient daily operations within our aviation services environment. This position supports operational teams including flight operations maintenance coordination dispatch and sales by managing scheduling handling documentation liaising across departments and ensuring logistical and administrative tasks are executed precisely. The ideal candidate is detail-oriented proactive and thrives in a fast-paced dynamic aviation setting.
Key Responsibilities
Greet visitors answer and direct calls and manage reception duties in a professional and friendly manner.
Administer flight and service requests by logging and tracking inquiries moving them through internal workflows and ensuring timely responses.
Schedule appointments coordinate meetings and manage shared calendars for pilots operational staff and management.
Prepare format and distribute documents including flight itineraries service agreements briefings and correspondence with accuracy.
Maintain organized physical and digital filing systems ensuring documentation is readily accessible and compliant with regulatory standards.
Support billing and invoicing processes by assisting with data entry verifying client information and following up with relevant teams.
Coordinate office supplies manage inventory levels and liaise with vendors to ensure uninterrupted operational support.
Assist with ad-hoc projects and cross-functional tasks such as event coordination travel arrangements or documentation for audits.
Requirements
High school diploma or equivalent required; Associate s or Bachelor s degree in Business Administration Aviation Management or related field preferred.
Previous experience in general office administration or support roles aviation industry background is an advantage.
Strong administrative and organizational skills with a keen eye for detail.
Proficiency in standard office software (e.g. word processing spreadsheets email platforms).
Excellent communication skills both verbal and written with a professional demeanor.
Resourcefulness discretion and the ability to handle sensitive information with confidentiality.
Benefits
Competitive Salary: Compensation aligned with experience and industry benchmarks.
Health & Wellness: Employer-sponsored medical dental and vision insurance coverage.
Retirement Planning: 401(k) plan featuring employer matching contributions.
Paid Time Off: Generous leave policy including vacation days paid holidays and personal time.
Professional Development: Access to industry-relevant training software education and career growth opportunities.
Work-Life Balance: Flexible scheduling options to support personal well-being alongside performance needs.
Collaborative Environment: Supportive team culture with opportunities for cross-department engagement and mentorship.
Recognition & Progression: Regular performance evaluations with merit-based raises and promotion potential.
Employee Perks: Occasional staff recognition events small team gatherings or industry conferences reinforcing a sense of community and appreciation.
Bachelor s degree in Aviation Management, Aerospace Engineering, Business, or related field (Master s preferred). Minimum of 10 years in aviation operations or management, with at least 5 years in a leadership role. Deep knowledge of FAA and international regulatory requirements. Proven leadership with the ability to build cohesive, high-performing teams. Strong analytical, budgetary, and strategic planning skills. Pilot license or aviation certification is advantageous but not mandatory.
Employment Type
Full Time
