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 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 Calanders
• 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, Wellbeing and Compliance:

You will have a responsibility and duty whilst at work to take reasonable care of the health, safety and wellbeing of yourself and others in accordance with provided information, training, and workplace health and safety rules or procedures. The company is committed to providing a safe working environment for all staff members. In all areas of our business there is a potential risk to the health, safety and welfare to everyone on our sites through the misuse of alcohol and drugs. As such the Company prohibits such misuse and carries out regular testing to enforce our Substance Misuse Policy.

What we are looking for: 

• High school diploma or equivalent
• Minimum 3 years’ experience working in a professional office
• Highly organized with the ability to multi-task and continually prioritize
• 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
• Discrete, tactful, and highly professional
• Ability to work independently with minimal
• Demonstrated experience in handling sensitive and confidential
• Dependable, reliable, and responsible in fulfilling obligations
• Possess a valid US driver's
• Ability to read, write and speak fluent English
• Must pass pre-employment background and drug test

Diversity

Menzies Aviation 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 to recruiter 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!