Administrative Assistant

Menzies Aviation Careers•Dallas, TX

27d

About The Position

The Administrative Assistant performs general office and administrative duties, including managing correspondence, records, appointments, supplies, invoices, and purchasing documents. The role supports candidate screening and onboarding, coordinates employee badging and Customs Seal activities, and assists with expense reports and special projects. The assistant maintains a neat and orderly work area, builds professional relationships, and takes on additional work as needed. All employees are responsible for safety, security, wellbeing, and compliance. The role requires following company health and safety policies and training, reporting hazards and incidents, cooperating with managers on legal requirements, and promoting International Aviation Safety and Security standards.

Requirements

High school diploma or equivalent.
Minimum 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.
Discrete, 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 lbs.

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 and 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, and 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 orders and coordinate drug testing.
Arrange, track, and coordinate badging activities, including applications, appointments, reporting, and audits.
Arrange, track, and coordinate Customs Seal applications, appointments, reporting, and audits.
Assist with new-hire paperwork.
Seek additional work during downtime, take on additional tasks as needed, and complete special projects as required.
Follow safety and security responsibilities, including taking reasonable care, reporting hazards and incidents, following workplace safety rules and training, and cooperating with managers and supervisors.
Attend company-arranged training courses and understand and follow the company health and safety policy.
Perform other tasks as requested by department managers or the General Manager.