Aviation Office Manager

PrimeFlight Aviation Services•East Elmhurst, NY

21h•Onsite

About The Position

The Office Manager plays a vital role in ensuring the smooth operation of the office and administrative functions. This position entails overseeing administrative staff, managing office budgets, and ensuring the efficient organization of office operations and procedures. The Office Manager also coordinates with various departments to support overall catering operations, handling tasks such as billing, scheduling, procurement, and facilities management. Additionally, you will be involved in developing and implementing office policies and procedures to improve operational efficiency and effectiveness.

Requirements

18 years of age or older
Must be legally authorized to work in the country of employment.
Minimum of 3 years of experience in office management or a similar leadership role
Proficiency in Microsoft Office Suite and knowledge of office management systems and procedures
Communicate effectively in English (reading, writing, speaking)
Ability to access and interpret information in print and electronically, including the use of electronic devices including IPads/Tablets, Computers, and Mobile Devices
Effectively communicate with colleagues and clients, both in-person and through electronic means
Pass a background check and drug screen
Eligibility to acquire needed credentials and clearances (FAA, RAIC, TSA, Port Authority, U.S. Customs and U.S. Postal- as applicable).

Responsibilities

Oversee overall office administration and operations
Manage and coordinate office activities to ensure efficiency and compliance with company policies
Customer management: Assist and coordinate customer menu presentations
Ensure accurate billing, invoicing, provisioning, customer reconciliation, and vendor reconciliation related to billing/invoicing
Coordinate cycle changes
Financial reporting and month-end support: Prepare labor, overtime, and food cost reporting
Support month-end reporting, accrual tracking, and other financial close activities
Operational reporting and inventory support: Monitor provisioning accuracy and inventory control processes
Coordinate End of Month (EOM) product and equipment inventory par levels for local inventory and specific goods (supplies and services)
Maintain reporting dashboards and KPI reporting to support operational visibility
Develop and implement office policies and procedures
Organize and supervise administrative staff activities, including delegation of responsibilities
Handle office budgets, prepare financial reports, and control expenditures
Ensure smooth and adequate flow of information within the company to facilitate other business operations
Plan and coordinate office meetings and events
Manage schedules, records, and other documentation
Ensure security, integrity, and confidentiality of data and information
Monitor and maintain office supplies inventory, including placing orders as needed
Provide general support to visitors and handle customer inquiries
Address employees’ queries regarding office management issues
Assist in the development of office goals and objectives
Perform any additional duties assigned by management, such as company sponsored initiatives