Administrative Assistant

Menzies Aviation•Grapevine, TX

28d

About The Position

The Administrative Assistant performs general office and administrative duties, including managing telephone calls and correspondence, greeting visitors, maintaining an orderly work area, scheduling appointments, managing calendars and records, preparing outgoing packages, and supporting expense reporting and purchasing. The role also handles invoice coding and processing, maintains billing records, tracks candidate background checks and drug testing, coordinates badging and Customs Seal activities, and assists with new-hire paperwork. The assistant is expected to seek additional work during downtime, complete special projects, take on other assigned duties, and exemplify the organization's culture and philosophies. The position carries employee responsibilities for safety, security, wellbeing, and compliance. The employee must follow workplace health and safety rules and training, report hazards and incidents, cooperate with management on legal requirements, and promote International Aviation Safety and Security standards.

Requirements

High school diploma or equivalent.
At least 3 years of experience working in a professional office environment.
Highly organized, with the ability to multitask and continually prioritize responsibilities.
High degree of self-assuredness and maturity.
Excellent communication skills and a client-service orientation.
Ability to work well with all levels of management, staff, and clients.
Discreet, tactful, and highly professional.
Ability to work independently with minimal supervision.
Demonstrated experience handling sensitive and confidential information.
Dependable, reliable, and responsible in fulfilling obligations.
Valid U.S. driver's license.
Ability to read, write, and speak fluent English.
Must pass a pre-employment background check and drug test.
Ability to lift up to 35 pounds.

Responsibilities

Perform general office duties, including filing, answering telephones, distributing mail, and composing correspondence.
Greet visitors and determine whether they should have access to specific individuals.
Maintain a neat and orderly working area.
Build professional relationships with customers and the team.
Schedule and confirm appointments and maintain event calendars.
Copy, file, and maintain paper and 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 supplies as necessary.
Prepare requisitions, orders, and other purchasing documents.
Code invoices and process them to corporate accounts payable in a timely manner.
Maintain billing records and other source documents that accurately represent company operations.
Enter and track candidate background orders and coordinate drug testing.
Arrange, track, and coordinate badging activities, including applications, appointment scheduling, reporting, and audits.
Arrange, track, and coordinate Customs Seal applications, appointments, reporting, and audits.
Assist with new-hire paperwork.
Proactively seek additional work during downtime.
Take on additional tasks and responsibilities as needed and complete special projects as required.
Exemplify the organization's desired culture and philosophies.
Take responsibility for safety and security and comply with workplace health, safety, wellbeing, and security requirements.
Take reasonable care for personal health and safety and that of others who may be affected by work activities.
Promote International Aviation Safety and Security standards within the organization.
Cooperate with managers and supervisors to support compliance with legal requirements imposed on the company.
Avoid intentionally or recklessly interfering with or misusing company health, safety, or welfare provisions.
Inform a manager or supervisor of work situations, equipment, or activities that pose serious or immediate health and safety dangers.
Report hazards, near misses, incidents, accidents, and dangerous occurrences to a manager or supervisor.
Carry out work in accordance with provided information and training and applicable workplace health and safety rules and procedures.
Understand the company health and safety policy and attend company-arranged training courses.
Perform other tasks as requested by department managers and/or the General Manager.