Administrative Assistant

Menzies Aviation Careers•Miami, FL

About The Position

The Administrator performs a broad range of administrative and office-support activities in a professional, efficient, and friendly manner. The role supports office operations, customer service, payroll, and human-resources-related coordination, and requires the ability to work independently while coordinating activity across functions. The position also supports travel arrangements and expense tracking, maintains accurate billing records, and undertakes special projects and other tasks assigned by department managers or the General Manager. Employees are responsible for following workplace health, safety, security, and compliance requirements, reporting hazards and incidents, and completing relevant training. The work is primarily indoors. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements

High school diploma or equivalent.
Minimum 3 years of experience working in a professional office.
Highly organized, with the ability to multitask and continually prioritize.
High degree of self-assuredness and maturity.
Excellent communication skills and a client-service orientation.
Ability to work well with all levels of management and staff.
Discrete, tactful, and highly professional.
Ability to work independently with minimal supervision.
Demonstrated experience handling sensitive and confidential information.
Dependable, reliable, and responsible.
Valid U.S. driver's license.
Fluent reading, writing, and speaking ability; the language is not specified in the posting.
Must pass pre-employment background and drug screening.
Ability to lift up to 35 pounds.
Follow applicable international aviation safety and security standards and company health and safety procedures.

Responsibilities

Perform general office duties, including filing, answering telephones, distributing mail, and composing correspondence.
Greet visitors and determine whether they should be given access to specific areas.
Maintain a neat and orderly working area.
Build professional relationships with customers and colleagues.
Schedule and confirm appointments and maintain event calendars.
Copy, file, and maintain paper and electronic documents and records.
Open, sort, and distribute incoming correspondence and prepare outgoing correspondence.
Assist with expense reports.
Monitor station supply levels and order supplies as needed.
Prepare requisitions, orders, and other documents.
Code invoices and submit them to corporate accounts payable in a timely manner.
Maintain billing records and source documents that accurately represent company operations.
Enter and track candidate background-check orders and coordinate drug testing.
Assist with new-hire arrangements.
Arrange and coordinate business trips from start to finish to meet employee needs.
Track and reconcile flight expenses, oversee travel expenses, and identify ways to control travel costs.
Seek out additional work during downtime and take on additional tasks and responsibilities as needed.
Complete special projects as assigned.
Exemplify the desired organizational culture and philosophies.
Take reasonable care for personal health and safety and that of others who may be affected by work activities.
Cooperate with managers and supervisors on legal and workplace safety requirements.
Avoid misusing or interfering with company-provided health, safety, or welfare resources.
Inform a manager or supervisor of work situations, equipment, or activities presenting serious or immediate danger.
Report hazards, near misses, incidents, accidents, and dangerous occurrences.
Follow provided information, training, workplace health and safety rules, and procedures, and attend arranged training courses.
Perform other tasks as requested by department managers and/or the General Manager.