Hr Assistant

Menzies Aviation; City of Edinburgh; On-site; GBP 25,000 - 35,000; Full time

Job summary

Menzies Aviation in Edinburgh is seeking a capable office administrator to support daily operations and ensure efficient clerical processes. You will handle filing, phones, mail distribution, and correspondence while greeting visitors and controlling access to the site.

The role requires strong organizational skills, English fluency, and the ability to multitask in a busy environment. You will work with colleagues to maintain records, process invoices, and support onboarding and safety

Qualifications

• High school diploma or equivalent.
• Minimum 3 years’ experience in a professional office environment.
• Highly organized with the ability to multi-task and prioritize responsibilities.
• Excellent communication skills and client-service orientation.
• Ability to work independently with minimal supervision.
• Demonstrated experience handling sensitive and confidential information.
• Must pass pre-employment background and drug test.
• Possess a valid US driver's license.

Responsibilities

• Perform general office duties including 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.

Skills

Communication skills

Multi-tasking

Independence

Confidential information handling

English fluency

Reliability

Self-motivation

Education

High school diploma

Tools

Driver's license

Job description

Job Details

Description

What you will be doing

• 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

Safety, Security, Wellbeing and Compliance:

All employees have a responsibility and duty whilst at work to:

• 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.

What we are looking for

• 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.

Diversity

Menzies Aviation are a committed equal opportunity employer and encourage applications for suitably qualified and eligible applicants regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy, and maternity. We strive to create an inclusive working environment, where the different knowledge, perspectives, experiences, and approaches of our global workforce are represented. Where everyone feels valued and can reach their full potential.

Travel Required

No.

Qualifications

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Education

Experience

Licenses & Certifications