Administrative Assistant

Menzies Aviation•Grapevine, TX

About The Position

This role involves performing general office duties, greeting visitors, maintaining a neat working area, building professional relationships, scheduling appointments, managing documents, preparing outgoing packages, assisting with expense reports, monitoring and ordering supplies, preparing purchase requisitions, coding invoices, maintaining billing records, entering and tracking candidate background orders, coordinating drug testing, arranging and tracking badging and customs seals activities, assisting with new hire paperwork, and completing special projects. The position also emphasizes exemplifying the organization's culture and philosophies, and ensuring safety and security responsibilities are met.

Requirements

High school diploma or equivalent
Minimum 3 years’ experience working in a professional office environment.
Highly organized with the ability to multi-task 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.
Discrete, tactful, and highly professional
Ability to work independently with minimal supervision.
Demonstrated experience in handling sensitive and confidential information.
Dependable, reliable, and responsible in fulfilling obligations.
Possess a 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.

Responsibilities

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.
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.
Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, safety, or welfare reasons.
Inform their manager / supervisor of any work situation, equipment or activity that represents a serious or immediate danger to health and safety.
Report any hazards, near misses, incidents, accidents, or dangerous occurrences to their manager / Supervisor, who will then follow the procedures contained in this manual.
Carry out work in accordance with information and training provided and any specific workplace health and safety rules or procedures.
Fully understand the company health and safety policy.
Attend training courses as may be arranged by the Company.