Adminstrative Assistant (Aviation Focus)

Akima, LLC•Anchorage, AK

4d•Onsite

About The Position

This position provides administrative, contract, and billing support within a regulated aviation ground operations environment. The role supports aviation operations through accurate contract documentation, operational billing support, compliance records management, and reporting functions. This is a specialized aviation operations support role and not a general administrative position. Candidates must have direct aviation experience in airline operations, airport operations, ground handling, cargo operations, or aviation logistics environments. Experience outside aviation or regulated operational environments will not be considered sufficient. This position provides administrative and operational support functions only. The role does not approve invoices, post financial transactions, or make financial authorization decisions. Responsibilities focus on documentation accuracy, billing support, operational reconciliation, compliance tracking, and administrative coordination. Work is performed under direct supervision with established procedures and escalation processes.

Requirements

3+ years of direct aviation experience required (airline operations, airport operations, ground handling, cargo, or aviation logistics).
Experience in contract support, billing coordination, invoice validation, or operational reconciliation required.
Experience working in regulated aviation environments (FAA, TSA, DOT, airport authority, or airline compliance systems) strongly preferred.
Strong experience handling structured documentation in operational or compliance-driven environments.
Strong Excel skills required, including data tracking, reconciliation, and reporting functions.
Must possess advanced attention to detail and organizational skills.
Must be able to review and verify work for accuracy and completeness with strong attention to detail.
Must be able to maintain accuracy and organization while working under time constraints and operational pressure in a fast-paced aviation environment.
Ability to interpret operational documentation and apply it to billing and contract support requirements.
Must be willing and able to work nights, weekends, and holidays as operational needs require.
Must successfully complete pre-employment non-DOT drug and alcohol screening as a condition of hire.
Must be eligible to obtain and maintain airport security badge and required federal clearances.
Must be authorized to work in the United States.
High accuracy standards — errors may impact billing, compliance, operational reporting, or contract performance.
Strong understanding of how aviation operational activity translates into billable contract documentation.
Ability to identify discrepancies between operational records, service delivery documentation, and billing support data.
Strong organizational and time management skills with the ability to manage multiple priorities.
Ability to work cross-functionally with operations, accounting, and leadership teams.
Comfortable working in a regulated aviation environment where compliance and documentation integrity are critical.
Ability to work under direct supervision with established procedures and escalation protocols.

Nice To Haves

Experience working in regulated aviation environments (FAA, TSA, DOT, airport authority, or airline compliance systems) strongly preferred.

Responsibilities

Provide administrative support within aviation ground operations in a regulated airport environment.
Maintain accurate operational, employee, and compliance records tied to aviation activity.
Manage structured filing systems for contracts, operations records, onboarding, and compliance documentation.
Prepare correspondence, spreadsheets, summaries, and operational reports as required.
Support aviation contract billing by validating operational activity against contract terms, service delivery records, and billing documentation requirements.
Review and reconcile discrepancies between operational logs, service records, and billing support documentation.
Ensure billing support files are complete, accurate, and properly documented prior to submission to accounting.
Support documentation requirements related to invoice processing, contract compliance, and audit verification.
Coordinate with operations and accounting teams to resolve documentation or data discrepancies impacting billing accuracy.
Maintain airport badging records, onboarding documentation, and security compliance files in coordination with airport authorities.
Maintain DOT/FAA and other regulatory files in audit-ready condition.
Ensure required compliance documentation is complete, accurate, and properly maintained.
Prepare spreadsheets, summaries, and reports related to contract performance, billing accuracy, and operational activity.
Track assigned administrative and contract-related tasks and provide status updates to leadership.
Support internal audits, contract reviews, and compliance checks.
Perform basic research and administrative analysis supporting aviation contract and billing activities.
Assist in identifying discrepancies and dependencies between operations, accounting, and service providers related to billing and documentation processes.
Must be able to perform other related duties as assigned in support of aviation operations, contract administration, billing support, and compliance requirements.