ADM - Administrative Supervisor Job

Atlantic Aviation FBO Services, Inc.; Aspen (CO); On-site; USD 65,000 - 95,000; Full time

Job summary

Atlantic Aviation FBO Services, Inc. is seeking an Administrative Supervisor in Aspen, CO to oversee office administration, accounting, and HR tasks. You will work closely with the General Manager to ensure financial accuracy and compliant HR processes.

Key duties include payroll administration, accounts payable, budget support, and open enrollment coordination, with a focus on professionalism and customer service in a fast-paced aviation environment.

Qualifications

• Minimum three (3) years experience in administrative/HR office environment.
• High school diploma or equivalent; Associates Degree or some college experience preferred but not required.
• Minimum of 18 years of age.
• Previous customer service experience.
• Excellent communication skills, both written and oral. Good organizational skills.
• Must maintain a valid state driver's license.
• Proficiency in use of MS Office applications including Word, Excel and Outlook.

Responsibilities

• Represent Atlantic Aviation in a professional and positive manner.
• Apply the principles of the Atlantic Attitude at all times.
• Interact with customers, vendors, and Atlantic Aviation employees in a professional and courteous manner.
• Communicate work progress and significant issues with the Operations Manager or General Manager.
• Complete daily general accounting and prepare bank deposits.
• Assist General Manager in preparing reports for revenue analysis.
• Collect and maintain payroll data for employees and create payroll spreadsheets.
• Distribute paychecks to employees.
• Assist employees with questions on paychecks or benefits, referring them to corporate as needed.
• Act as the Human Resources Coordinator for facilities without an HRC.
• Conduct new hire orientation relating to benefits and new hire paperwork.
• Assist with annual open enrollment benefits process as directed by corporate HR.
• Maintain copies of personnel and benefits files.
• Maintain attendance records and overtime hours analysis.
• Review monthly recurring charges with General Manager and prepare related reports.
• Review Accounts payable and fuel details for GM approval.
• Verify accuracy of gallons sold vs fuel tickets entered.
• Create manual invoices as needed.
• Monitor Auto gas and Diesel sales and prepare report for GM.
• Prepare Sales tax returns.
• Prepare quarterly hangar analysis reflecting fuel gallons sold.
• Assist GM with preparing the annual budget.
• Create and assist with month end reports for corporate office/Regional Controller.
• Supervise Accounts payable personnel and other general office duties.
• Prepare special reports and analyses for projects.

Skills

Administrative experience

HR experience

Customer service

Communication skills

Driver's license

Basic math skills

MS Office (Word/Outlook/Excel)

Education

High school diploma

Associates degree preferred

Tools

MS Office

Job description

ADM - Administrative Supervisor JobAspen, CO

Why You'll Love This Job

The Administrative Supervisor is responsible for overseeing office administration functions, particularly those related to accounting and Human Resources. This position works closely, on a daily basis, with the General Manager to assure that all business administrative needs are met. Headquartered in Plano, Texas, Atlantic Aviation welcomes customers at more than 100 fixed base operator (FBO) locations - from the Hawaiian Islands to Caribbean islands and all points in between throughout the US. We offer a wide range of aircraft ground handling and flight hospitality services, including fueling and line services, hangar and ramp storage, modern executive terminals for passengers and crews, and much more. We are firmly committed to diversity, equity, and inclusion throughout our network and aspire to be the employer of choice in our dynamic segment of aviation. We invest in enhancements to our safety, service, technology, and strategic infrastructure in order to provide more choices, improved experiences, and better value for customers. Atlantic Aviation intends to lead the way to a more sustainable future for business and general aviation. Atlantic Aviation is "local everywhere" - providing a safe, friendly, and familiar experience across North America. To learn more about Atlantic Aviation or to make a reservation at any of our 100+ FBOs, visit AtlanticAviation.com.

Website: http://www.AtlanticAviation.com

Responsibilities

Representation of Atlantic Aviation in a professional and positive manner. Application of the principles of the "Atlantic Attitude" at all times. Compliance with all Company policies and procedures. Interaction with customers, vendors, and Atlantic Aviation employees in a professional and courteous manner. Communication of work progress and significant issues with the Operations Manager or General Manager.

Essential duties and responsibilities include (but not limited to):

• Complete daily general accounting and prepare bank deposits.
• Assist General Manager in preparing reports for revenue analysis.
• Collect and maintain payroll data for employees. Create spreadsheets for payroll department as requested.
• Distribute paychecks to employees.
• Assist employees with questions on paychecks or benefits, referring them to corporate as needed.
• Acts as the Human Resources Coordinator for facilities without an HRC.
• Conduct new hire orientation relating to benefits and new hire paperwork. Daily reconciliation of fuel inventories in Jetstream.
• Assist with annual open enrollment benefits process as directed by corporate Human Resources.
• Maintain copies of personnel and benefits files.
• Maintain attendance records and overtime hours analysis. Place collection calls for past due accounts receivable.
• Review monthly recurring charges with General Manager, noting any changes. Review Accounts payable and prepare report for General Manager to approve. Review fuel sheets and sales.
• Verify accuracy of gallons sold vs fuel tickets entered.
• Create Manual invoices as needed.
• Monitor Auto gas and Diesel sales and prepare report for General Manager.
• Prepare Sales tax returns.
• Prepare quarterly hangar analysis reflecting fuel gallons sold.
• Assist General Manager with preparing the annual budget.
• Creates and assists with various month end reports for the corporate office and/Regional Controller.
• Supervise Accounts payable personnel and other general office duties where applicable.
• Prepare special reports and analyses, participate in projects.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Skills & Qualifications

• Minimum three (3) years experience in administrative/Human Resources office environment.
• High school diploma or equivalent. Associates Degree or some college experience preferred but not required.
• Minimum of 18 years of age.
• Previous customer service experience.
• Excellent communication skills, both written and oral. Good organizational skills.
• Must maintain a valid state driver's license.
• Ability to comprehend and perform basic math calculations with minimal errors.
• Proficiency in use of MS Office applications including Word, Excel and Outlook.