Administrative Assistant

Overview

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.

Role Purpose

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 Wellbeingand Compliance:

ALLâemployees 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.â

• 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 safetysecurity 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 drivers 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

MenziesAviation 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.

Please be aware that as part of our recruitment process we may look to use a variety of resourcing tools to help us understand your skills and experience in relation to the role. Please feel free to contact therecruiter below if there are any reasonable adjustments to our process that you would like us to consider.

As part of our recruitment process we will always consider how candidates fit with our values which you can learn more about here.

Application Instructions

Is this role ticking all the boxes for you If so please click apply now!

Required Experience:

Junior IC