Administrative Assistant

Jet Aviation (Asia Pacific) Pte Ltd; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

Jet Aviation (Asia Pacific) Pte Ltd in Singapore is seeking an Administrative Assistant to support day-to-day administrative and finance functions of our Fixed Base Operations (FBO).

The role requires organized, customer-focused individuals who can work in a fast-paced aviation environment and maintain accurate records, assist with billing, and coordinate meetings.

You will interact with internal teams, customers, and vendors, ensuring compliance with safety and quality policies.

Qualifications

• Diploma qualification required.
• At least 2 years of administrative experience; billing experience preferred.
• Good working knowledge of Microsoft Excel.

Responsibilities

• Support day-to-day administrative functions of the FBO.
• Assist with billing, invoicing and financial reporting.
• Maintain staff records, attendance, and document management.
• Coordinate meetings, take minutes and support QA processes.
• Ensure records are accurate and compliant with policies.

Education

Diploma qualification

Tools

Microsoft Excel

Job description

Job description

Position Summary

We are looking for a motivated and detail-oriented Administrative Assistant to support the day-to-day administrative and finance functions of our Fixed Base Operations (FBO).

The successful candidate will provide comprehensive administrative support, maintain accurate records, assist with billing and financial reporting, and work closely with internal teams, customers, and third-party vendors. This role requires someone who is organized, adaptable, customer-focused, and able to work effectively in a fast-paced aviation environment.

Main Responsibilities

Administrative & FBO Support

• Support the day-to-day administrative functions of the FBO.

• Actively participate in the Safety & Quality Management System, in accordance with company safety and quality policies, and contribute to a positive safety culture.

• Identify and report potential hazards, near misses, and other occurrences through the appropriate reporting system.

• Perform all duties in accordance with company policies, manuals, procedures, and applicable requirements.

• Maintain staff records, including monthly attendance records through the biometric system, and other relevant documentation.

• Perform word processing, data entry, filing, scanning, photocopying, and general document management.

• Assist with the coordination of briefings and meetings, including taking minutes and maintaining notes.

• Support the Quality & Safety Engineer in maintaining and updating staff training records.

• Ensure FBO personnel read and acknowledge all relevant internal and external notices.

• Maintain accurate and up-to-date records of FBO personnel airside licenses.

• Provide support to the Customer Care Officer at the reception counter when required.

FBO Finance & Billing

• Maintain professional and positive relationships with customers and third-party vendors.

• Prepare FBO-related invoices for review and issuance.

• Verify and accurately input billing information into the FBO system.

• Verify and collate supporting documentation from third-party vendors.

• Follow up on additional charges and rebill customers where required.

• Prepare and present daily, weekly, and monthly departmental reports.

• Prepare and issue tenant rental invoices and credit notes.

• Prepare FBO costing and monthly financial reports.

• Calculate and maintain commission rebate schedules.

• Maintain accurate and organized FBO invoice records and filing.

• Complete statistical and data submissions required by headquarters and management.

• Prepare and input journal entries for FBO month-end closing.

• Perform other duties and responsibilities as assigned by the supervisor.

Minimum Requirements

• Minimum Diploma qualification.

• At least 2 years of experience in administrative functions; billing experience is preferred.

• Good working knowledge of Microsoft Excel.

• Good verbal and written communication skills.

• Ability to work independently and effectively under pressure while meeting reporting deadlines.

• Good understanding of general FBO operations and functions.

• Flexible and adaptable

• Strong attention to detail and accuracy in administrative and financial tasks.

Desired Characteristics

• Previous experience in the aviation industry or a related field, such as hospitality, would be an advantage.

• Calm, organized, and effective when working in a fast-paced and high-pressure environment.

• Excellent communication, customer service, and interpersonal skills.

• Results-driven with a strong sense of personal accountability.

• Demonstrates initiative, resourcefulness, and the ability to work with minimal supervision.

• Strong organizational and time-management skills.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The employee must be able to work in both a heavy maintenance environment and in upscale customer areas. The noise level in the work environment is usually moderate with occasional high volume when aircrafts arrive/depart. The employee is frequently exposed to vibration. Occasional fuel fumes may permeate the workplace. Employee must be willing and able to work in all types of weather conditions. The noise level in the work environment is usually loud. The Hangar environment may be extreme hot and cold during certain seasons of the year.