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 300 locations in 65 countries, across 6 continents. 

But at the heart of our business is our people. 

Role Purpose 

The Administrator Assistant 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. 

What you will be doing 

• 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. 

• Arrange track and coordinate all badging activities including Badge applications, appointments scheduling, reporting and audits.  

• Arrange track and coordinate all Customs Seals applications, appointments, reporting and audits.  

• Assist with new hire paperwork. 

• 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, Wellbeing and Compliance: 

All employees have a responsibility and duty whilst at work to: 

• Take reasonable care for the health and safety of themselves and of others who may be affected by their actions or omissions whilst at work. 

• Fully versed in International Aviation Safety and Security standards and passionate about promoting them within the organization. 

• Co-operate with their manager / supervisor to allow them to perform or comply with any legal requirements imposed on the company.