Office Manager – San Juan

About Tradewind:

Tradewind Aviation is a leading Part 135 commuter and on-demand private charter operator with operational bases at the Waterbury/Oxford CT (OXC) Westchester NY (HPN) Stuart FL (SUA) and San Juan PR (SJU) airports. Founded by aviation enthusiasts in 2001 on the premise that all flights deserve the highest quality aircraft crew and service Tradewind provides personal air travelboth private and scheduled servicethroughout North America and the Caribbean.

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ABOUT THE CANDIDATE / ROLE

Tradewind Aviation is looking for an Office Manager based at our San Juan location to oversee administrative compliance and office operations functions supporting Tradewind Aviations San Juan base. This role serves as the central point of coordination for regulatory documentation vendor management employee administrative support and back-office controls. The Office Manager ensures operational continuity audit readiness and administrative excellence in a fast-paced safety-sensitive aviation environment.

The ideal candidate demonstrates strong ownership attention to detail sound judgment and the ability to manage multiple priorities while handling confidential information with professionalism and discretion.

KEY RESPONSIBILITIES

Aircraft & Lounge Catering Oversight

• Oversee and coordinate catering requests for all aircraft departures.
• Manage catering operations for the Tradewind lounge including inventory control replenishment schedules and special guest accommodations.
• Maintain accurate inventory records for catering supplies food and beverage items and onboard materials.

Vendor Management & Cost Control

• Manage relationships with catering vendors and service providers.
• Source cost-effective high-quality vendors aligned with operational and service expectations.
• Oversee vendor invoicing pricing coordination service timelines and performance monitoring.

Uniform Program Management

• Manage uniform procurement issuance and inventory control.
• Track sizing needs replacement cycles and inventory levels.
• Coordinate with vendors to ensure timely delivery and quality standards.

Payroll & HR Administrative Oversight (Paylocity)

• Support payroll processing attendance corrections and employee record maintenance in Paylocity.
• Track leave requests callouts and attendance documentation.
• Support employees onboarding documentation and administrative requirements.

Attendance & Accountability Administration

• Monitor employee attendance trends and maintain attendance records.
• Issue attendance notifications and supporting documentation.
• Assist leadership with administrative components of corrective action processes.

CBP Quarterly Reporting & Compliance

• Prepare validate and submit quarterly reports to U.S. Customs and Border Protection (CBP).
• Maintain organized compliance records and ensure proper document retention.

Aerostar SIDA Audits & Airport Compliance

• Coordinate administrative support for SJU Aerostar audits and inspections.
• Maintain badge records access documentation and audit findings.
• Track compliance requirements and follow-up actions.

SIDA Badge Program Management

• Act as company signatory for TSA SIDA badge issuance renewals and terminations.
• Maintain badge audit logs renewal tracking eligibility verification and compliance documentation.
• Ensure adherence to TSA and Aerostar airport security programs.

State & Municipal Permit Management

• Manage renewal and maintenance of required municipal and state permits.
• Track deadlines submit applications and maintain compliance documentation.

Employee Parking Administration

• Manage employee parking rosters billing assignments and airport correspondence.
• Ensure accurate monthly updates and proper employee access authorization.

Office Operations & Administrative Leadership

• Maintain organized records for compliance purchasing invoices and operational documentation.
• Serve as the primary administrative support resource for base leadership.
• Ensure office operations run efficiently and in compliance with company standards.
• Uphold confidentiality professionalism and Tradewind Aviations service culture at all times.
• Other duties as required by the Caribbean General Manager

QUALIFICATIONS

• High School Diploma required; associate or bachelors degree preferred.
• Minimum of two (2) years of administrative office management or operations experience; aviation experience strongly preferred.
• Proficiency in Microsoft Excel Word and Outlook.
• Experience with payroll or HR systems (Paylocity preferred).
• Strong written and verbal communication skills.
• Proven ability to manage competing priorities with accuracy and discretion.
• Bilingual (English/Spanish) preferred.

CORE COMPETENCIES

• Strong organizational and administrative leadership skills
• Detail-oriented with high accountability standards
• Effective communicator with vendors and internal stakeholders
• Proactive reliable and solutions-focused
• Comfortable operating in a fast-paced regulated aviation environment

PHYSICAL REQUIREMENTS

• Strength to lift 15lbs and the ability to work in confined spaces.
• Ability to sit at a desk and use a computer for extended periods
• Ability to communicate clearly on the phone and in meetings (in person or virtual)
• Ability to operate a computer keyboard mouse and standard office equipment.
• WORKING CONDITIONS
• Prolonged periods of sitting at a desk use of computers and office equipment
• Indoor Office setting with standard lighting and temperatures

BENEFITS

• Competitive salary
• Medical Dental Vision FSA/DCA and 401(k) plan.
• Paid vacation and sick days
• Paid Parental Leave
• Fun dynamic team with opportunities for rapid advancement
• Travel benefits on various US and International airlines