Administrative Assistant

Menzies; Dallas (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Menzies Aviation is seeking a detail-oriented office administrator in Dallas, TX to perform general office duties, greet visitors, schedule appointments, and maintain calendars. You will manage shipments, support expense reporting, and assist with onboarding and compliance tasks with a focus on accuracy and professional communication.

Ideal candidates have at least 3 years in a professional office setting, are highly organized, and can handle sensitive information with discretion while

Qualifications

• Minimum 3 years’ experience in a professional office environment.
• Highly organized with the ability to multi-task and prioritize responsibilities.
• Strong communication and client service orientation.
• Discreet and highly professional in handling information.

Responsibilities

• Perform general office duties including filing, answering telephones, mail distribution and composing correspondence.
• Greet visitors and determine access to specific individuals.
• Build professional relationships with customers and the team.
• Schedule and confirm appointments and maintain event calendars.
• Prepare outgoing packages and assist with expense reports as needed.
• Monitor supply levels and place orders as necessary.
• Prepare requisitions and other documents for purchase.
• Maintain billing records and other source documents.
• Enter and track candidate background orders and coordinate drug testing.
• Arrange track and coordinate all badge and Customs Seals applications, appointments, reporting and audits.
• Assist with new hire paperwork and proactively seek additional work during downtime.
• Exemplify the desired culture and philosophies of the organization.
• Safety and security are the responsibility of each employee.

Skills

Excellent communication skills

Client service orientation

Multitasking ability

Highly organized

Discretion and professionalism

Independent work capability

Fluent English

Interpersonal skills

Education

High School or better

Job description

Description

What you will be doing

• Performgeneralofficedutiesinclusiveof,butnotlimitedtofiling,answeringtelephone(s),mail distribution and composing correspondence.
• Greetvisitorsanddeterminewhetherthey shouldbegivenaccesstospecificindividuals.
• Buildprofessionalrelationshipswithcustomersandtheteam.
• Scheduleandconfirmappointmentsandmaintaineventcalendars.
• Prepareoutgoingpackages.
• Assistwithexpensereportsasneeded.
• Monitorstationsupplylevelsandorder asnecessary.
• Prepare requisitions,orders,orotherdocumentsforpurchase.
• Maintainsbillingrecordsandothersourcedocuments,whichaccuratelyrepresenttheoperationof the company.
• Enterandtrackcandidatebackgroundordersand coordinatedrugtesting.
• 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 newhirepaperwork.
• Proactivelyseeksoutadditionalworkduringdowntime
• Exemplifythedesiredcultureandphilosophies of theorganization.
• Safetyandsecurityaretheresponsibilityofeachemployee.
• Allothertasksasrequestedbydepartmentmanagersand/ortheGeneralManager

Safety, Security, Wellbeing and Compliance:

Allemployeeshave aresponsibilityandduty whilstatworkto:

• Takereasonablecareforthehealthandsafetyofthemselvesandofotherswhomaybeaffected by their actions or omissions whilst at work.
• FullyversedinInternationalAviationSafetyandSecuritystandardsandpassionateabout promoting them within the organization.
• Co-operatewiththeirmanager/supervisortoallowthemtoperformorcomplywithanylegal requirements imposed on the company.
• Notintentionallyorrecklesslyinterferewithormisuseanythingprovidedbythecompanyinthe interests of health, safety, or welfare reasons.
• Informtheirmanager/supervisorofanyworksituation,equipmentoractivitythatrepresentsa serious or immediate danger to health and safety.
• Reportanyhazards,near misses,incidents,accidents,ordangerousoccurrencestotheirmanager

/Supervisor,who willthenfollow theprocedurescontained inthismanual.

• Carryoutworkinaccordancewithinformationandtrainingprovidedandanyspecificworkplace health and safety rules or procedures.
• Fullyunderstandthecompanyhealthandsafetypolicy.

What we are looking for:

• Minimum3 years’experienceworkingin aprofessional officeenvironment.
• Highlyorganizedwith theability tomulti-taskand continuallyprioritizeresponsibilities.
• Highdegreeof self-assurednessandmaturity
• Excellentcommunicationskillsandclient-serviceorientation
• Abilitytoworkwellwithalllevelsofmanagement,staff,andclients.
• Discrete,tactful, andhighlyprofessional
• Abilitytoworkindependentlywithminimalsupervision.
• Demonstratedexperienceinhandlingsensitiveandconfidentialinformation.
• Dependable,reliable,and responsibleinfulfillingobligations.
• Abilitytoread,writeand speakfluentEnglish.

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.

Please be aware that as part of our recruitment process, we may look to use a variety of resourcing tools to help us understand your skills and experience in relation to the role. Please feel free to contact therecruiter below, if there are any reasonable adjustments to our process that you would like us to consider.

As part of our recruitment process, we will always consider how candidates fit with our values which you can learn more about here.

Qualifications

Behaviors

Preferred

Detail Oriented

: Capable of carrying out a given task with all details necessary to get the task done well

Education

Preferred

High School or better.

Licenses & Certifications

Required

DRIVERS LICENSE

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.