Administrative Assistant

Menzies Aviation; Miami (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

Menzies Aviation in Miami, FL, seeks a proactive Administrator to provide broad office support, coordinating between operations, payroll, and HR for smooth daily workflows in a fast-paced aviation setting.

Responsibilities include filing, phone handling, visitor access, travel arrangements, expense reports, invoicing support, and document management, while upholding safety and professional standards.

Qualifications

• High school diploma or equivalent.
• Minimum 3 years’ experience working in a professional office.
• Highly organized with the ability to multi-task and continually prioritize.
• 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
• Discrete, tactful, and highly professional.
• Ability to work independently with minimal supervision.
• Demonstrated experience in handling sensitive and confidential information.
• Possess a valid US driver's license.
• Ability to read, write and speak fluent English.
• Must pass pre-employment background and drug screening.
• Ability to lift up to 35 lbs.

Responsibilities

• Perform general office duties including filing, answering phones, mail distribution and composing correspondence.
• Greet visitors and determine access to specific areas.
• Maintain a neat and orderly working area.
• Build professional relationships with customers and the team.
• Schedule and confirm appointments and manage events.
• Copy, file, and maintain documents (paper and electronic).
• Open, sort, and distribute incoming mail.
• Prepare outgoing correspondence.
• Assist with expense reports.
• Monitor station supplies and place orders.
• Prepare requisitions and invoices for approval.
• Code invoices and process to corporate AP.
• Maintain billing records and source documents.

Skills

Excellent communication

Highly organized

Multi-tasking

Discreet, tactful

Client-service orientation

Independent working

Handle sensitive information

US driver’s license

Education

High school diploma or equivalent

Job description

People. Passion. Pride. This is what has driven our teams since 1833.

Since that time, we have developed to become a critical partner in the global aviation industry, delivering time-critical logistics services at over 300 locations in 65 countries, across 6 continents.

But at the heart of our business is our people.

Role Purpose:

The Administrator position requires an enthusiastic team member to perform a wide range of administrative and office support activities in a professional, efficient, and friendly manner; inclusive of, but not limited to, Filing, telephones, mail distribution and composing correspondence. The candidate should be able to work independently to coordinate activity between operations, administrative, payroll and human resources related functions.

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
• Maintain the working area in a neat and orderly
• Build professional relationships with customers and the
• Schedule and confirm appointments and maintain event
• Copy, file, and maintain paper and/or electronic documents and
• Open, sort, and distribute incoming correspondence
• Prepare outgoing
• Assist with expense reports as
• Monitor station supply levels and order as
• Prepare requisitions, orders, or other documents for
• Code all invoices and process to corporate A/P in a timely
• Maintains billing records and other source documents, which accurately represent the operation of the company.
• Enter and track candidate background orders and coordinate drug
• Assist with new hire
• Arrange and coordinate all aspects of business trips to meet the specific needs of employees and by managing trips from start to finish.
• Manage tracking and reconciliation for flight
• Oversee expenses and find creative solutions to control travel expenses for the
• Proactively seeks out additional work during downtime
• Take on additional tasks and responsibilities as
• Complete special projects as
• Exemplify the desired culture and philosophies of the
• Safety and security are the responsibility of each
• All other tasks as requested by department managers and/or the General Manager

Safety, Security 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
• Attend training courses as may be arranged by the

What we are looking for:

• High school diploma or equivalent
• Minimum 3 years’ experience working in a professional office
• Highly organized with the ability to multi-task and continually prioritize
• 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
• Discrete, tactful, and highly professional
• Ability to work independently with minimal
• Demonstrated experience in handling sensitive and confidential
• Dependable, reliable, and responsible in fulfilling
• Possess a valid US driver's
• Ability to read, write and speak fluent
• Must pass pre-employment background and drug
• Ability to lift up to 35

Professional Standards

• Respectful, supportive, and friendly approach
• Clear and honest communication
• Passionate and
• Flexible, understanding of changing priorities and
• Punctual and reliable
• Confident and focused

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work is primarily done indoors.

Physical Requirements

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to look at a computer, stand, walk, sit, use hands to finger, handle or feel objects, tools, or controls; reach with arms, climb or balance; and talk or hear.

Employees may also engage in moving office supplies which involves lifting, bending, and stooping. The employee may occasionally lift and/or move up to 35lbs.

Qualifications

Education

Required

High School

Experience

Required

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.