Administrative Assistant

Menzies Aviation; SeaTac (WA); On-site; USD 40,000 - 52,000; Full time

Job summary

Menzies Aviation is seeking an Administrator Assistant to join our Seattle area team. The role supports operations, payroll and human resources by handling filing, correspondence, telephones, visitors and scheduling with a professional, friendly approach.

Ideal candidates bring at least 3 years in a professional office environment, strong organization, and outstanding English communication. This on-site role emphasizes accuracy, discretion, and teamwork in a security-conscious aviation setting.

Qualifications

• Minimum 3 years’ experience in a professional office environment.
• Highly organized with the ability to multi-task and continually prioritise responsibilities.
• Excellent communication skills and client-service orientation.
• Ability to work independently with minimal supervision.
• Demonstrated experience in handling sensitive and confidential information.
• Dependable, reliable, and responsible in fulfilling obligations.
• Ability to read, write and speak fluent English.

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 station supply levels and reorder as necessary.
• Enter and track candidate background orders and coordinate drug testing.
• Coordinate badge applications, appointments, reporting and audits.
• Coordinate Customs Seals applications, appointments, reporting and audits.
• Assist with new hire paperwork and downtime coverage.

Skills

Communication

Customer service

Organization

Independence

Discretion

Professionalism

Fluent English

Job description

SEA-US2
17801 Pacific Hwy S
Door MT 5014T
Seatac, WA 98158, USA

SEA-US2
17801 Pacific Hwy S
Door MT 5014T
Seatac, WA 98158, USA

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-criticallogisticsservices at over 300 locations in 65 countries, across 6 continents.

But at the heart of our business is our people.

Role Purpose

The Administrator Assistant position requires an enthusiastic team member to perform a wider 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

• Performgeneralofficedutiesinclusiveof,butnotlimitedtofiling,answeringtelephone(s),maildistributionand composing correspondence.
• Greetvisitorsanddeterminewhetherthey shouldbegivenaccesstospecificindividuals.
• Buildprofessionalrelationshipswithcustomersandtheteam.
• Scheduleandconfirmappointmentsandmaintaineventcalendars.
• Prepareoutgoingpackages.
• Assistwithexpensereportsasneeded.
• Monitorstationsupplylevelsandorderasnecessary.
• Prepare requisitions,orders,orotherdocumentsforpurchase.
• Maintainsbillingrecordsandothersourcedocuments,whichaccuratelyrepresenttheoperationof the company.
• Enterandtrackcandidatebackgroundordersand coordinatedrugtesting.
• Arrange track and coordinate all badging activities including Badge applications, appointments scheduling,reportingand audits.
• Arrange track and coordinate all Customs Seals applications, appointments,reportingand audits.
• Assistwith newhirepaperwork.
• Proactivelyseeksoutadditionalworkduringdowntime
• Exemplifythedesiredcultureandphilosophies of theorganization.
• Safetyandsecurityaretheresponsibilityofeachemployee.
• Allothertasksasrequestedbydepartmentmanagersand/ortheGeneralManager

Safety, Security, Wellbeing and Compliance

All employees have a responsibility and duty while at work to:

• 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 will then follow the procedures contained in this manual.

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

What we are looking for

• Minimum3 years’ experience working in 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.

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

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.