Administrative Assistant

International Shoppes LLC; New York (NY); On-site; USD 35,000 - 52,000; Full time

Job summary

International Shoppes LLC is hiring a Human Resources Administrative Assistant to provide essential HR support across our nationwide airport locations. The role focuses on coordinating airport badging, processing ID applications, and maintaining confidential employee records.

The position requires at least one year of administrative experience, strong MS Office skills, and excellent interpersonal abilities to engage with candidates and partners professionally.

Qualifications

• Minimum one (1) year administrative experience.
• Ability to work in fast-paced environment
• Excellent Interpersonal Skills (examples are: active listening, verbal communication, assertiveness)

Responsibilities

• Contact applicants provided by recruiters to schedule appointments to being the airport badging process.
• Keep applicants informed of next steps in badging process, (i.e. fingerprint appointments, SIDA classes, new hire training classes)
• Submit all new airport ID applications and returns to Airport Administration Office in a timely manner.
• Responsible for keeping track of all airport ID’s and expiration dates. Including obtaining copies of ID’s and scanning them into employees’ airport file in scanning system.
• Responsible for monthly entry of all airport ID renewal information in a timely manner
• Responsible to assist all employees on lost ID’s and renewal information.
• Responsible for verifying Customs Applications submitted by employees and submitting them to CHASE Office.
• Responsible for audits of airport ID’s requested by Airport Administration Office and CHASE Office.
• Responsible to verify all I-9 forms are maintained and are in compliance with federal law
• Act as back-up to Human Resources Generalist for payroll
• Various duties as assigned by management.

Skills

Administrative experience

Fast-paced environment

Interpersonal skills

Tools

MS Office

Job description

Job Description

We are proud to operate across some of the nation’s busiest and most dynamic airports, serving travelers from coast to coast. Our current locations include New York’s John F. Kennedy International Airport (JFK) in Terminals 1, 4, and 5; Washington Dulles International Airport (IAD) in Terminal B; Baltimore/Washington International Thurgood Marshall Airport (BWI) in Concourse A-B; Bradley International Airport (BDL) in Connecticut’s Main Terminal; and Houston’s George Bush Intercontinental Airport (IAH) in Terminal D.

As part of our continued growth and expansion, we are excited to welcome several newly acquired operations to our network, including Daniel K. Inouye International Airport (HNL) in Honolulu, Kahului Airport (OGG) in Maui, and additional operations at JFK Terminal 4.

This expanding footprint reflects our commitment to delivering exceptional service in premier travel destinations across the United States. With a presence spanning major metropolitan hubs and world-renowned island gateways, we are excited about the future and the opportunities ahead for both our team members and the travelers we serve.

Summary:

The Human Resources Administrative Assistant will provide administrative support to the Human Resources Department.

Responsibilities:

• Contact applicants provided by recruiters to schedule appointments to being the airport badging process.
• Keep applicants informed of next steps in badging process, (i.e. fingerprint appointments, SIDA classes, new hire training classes)
• Submit all new airport ID applications and returns to Airport Administration Office in a timely manner.
• Responsible for keeping track of all airport ID’s and expiration dates. Including obtaining copies of ID’s and scanning them into employees’ airport file in scanning system.
• Responsible for monthly entry of all airport ID renewal information in a timely manner
• Responsible to assist all employees on lost ID’s and renewal information.
• Responsible for verifying Customs Applications submitted by employees and submitting them to CHASE Office.
• Responsible for audits of airport ID’s requested by Airport Administration Office and CHASE Office.
• Responsible to verify all I-9 forms are maintained and are in compliance with federal law
• Act as back-up to Human Resources Generalist for payroll
• Various duties as assigned by management.

Education & Experience:

• Minimum one (1) year administrative experience
• Ability to work in fast-paced environment
• Excellent Interpersonal Skills (examples are: active listening, verbal communication, assertiveness)

Requirements:

• Must be detailed oriented
• Ability to manage confidential information
• Must present professional behavior and appearance while interacting with candidates and outside business partners
• Must be proficient in MS Office
• Must be team oriented
• Must pass airport security background check.