Administrative Assistant

Menzies Aviation Careers•Charlotte, NC

About The Position

The Administrator provides a wide range of administrative and office support in a professional, efficient, and friendly manner. The role coordinates activity across operations, administration, payroll, and human resources, and requires the ability to work independently. Responsibilities also include supporting office operations, purchasing, accounts payable and billing records, candidate screening and new-hire paperwork, and arranging and reconciling employee business travel. The employee is expected to exemplify the organization’s culture, complete additional tasks and special projects as needed, and uphold company safety, security, wellbeing, and compliance policies.

Requirements

High school diploma or equivalent.
Minimum 3 years’ 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 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 US driver's license.
Ability to read, write, and speak fluent English.
Must pass pre-employment background and drug test.
Ability to lift up to 35 lbs.
Comply with company safety, security, wellbeing, and compliance responsibilities and policies.

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 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 source documents that accurately represent company operations.
Enter and track candidate background-check orders and coordinate drug testing.
Assist with new-hire paperwork.
Arrange and coordinate business trips to meet employee needs, managing trips from start to finish.
Track and reconcile flight cancellations.
Oversee travel expenses and seek creative ways to control company travel costs.
Seek out additional work during downtime; take on additional tasks and responsibilities as needed; complete special projects as required.
Exemplify the organization’s desired culture and philosophies.
Take reasonable care for personal and others’ health, wellbeing, safety, and security at work.
Comply with the company drugs and alcohol policy and cooperate with managers or supervisors on legal requirements.
Avoid intentionally or recklessly interfering with or misusing company-provided health, safety, security, or welfare resources.
Report dangerous work situations, hazards, near misses, incidents, accidents, and dangerous occurrences to a manager or supervisor.
Follow information, training, and applicable health, wellbeing, safety, and security procedures; understand company policies and attend company-arranged training.
Perform other tasks as requested by department managers or the General Manager.