Administrative Assistant

IDS Inland Deicing Services, LLC; Seattle (WA); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Health/dental/life insurance

401(k) with company match

Employee Assistance Program

Employee discounts

Competitive wages

Flexible schedule

Career advancement opportunities

On-the-job training

Referral bonuses

Job summary

IDS Inland Deicing Services, LLC seeks an Administrative Assistant to provide broad clerical support at our SeaTac operations. You will handle calls, scheduling, document processing, onboarding, and billing entry with a high level of confidentiality and customer service excellence.

Ideal candidates will be organized, detail-oriented, and able to prioritize in a fast-paced environment. The role includes on-the-job training, potential for career advancement, and competitive wages with a flexible

Qualifications

• Workday experience required.
• Must be at least 18 years old.
• Excellent written and verbal communication.
• Proficient in Microsoft Office; able to meet deadlines.

Responsibilities

• Answer phone calls, take messages, and respond to routine questions.
• Coordinate office supplies and administrative tasks.
• Coordinate the new-hire process including interviews, badging, I-9 verification, and payroll entry.
• Maintain up-to-date employee records and forms (PAFs, W-4s, address changes).
• Process invoices and supervise timecards for payroll cycles.
• Create vendor forms and coordinate credit applications.
• Serve as site portal admin for Inland Hub trainings.

Skills

Workday experience

Communication

Detail oriented

Multitasking

Education

High school diploma or equivalent

Advanced degree a plus

Tools

MS Excel

MS Word

MS PowerPoint

ERP software

Windows OS

Job description

Discover an exciting future at the Airport! Administrative Assistant (SEA) SeaTac, WA Pay Range - $28.00 - $34.00

About us:

The Inland Group of Companies (IDS and Quantem Aviation Services) is a trusted aviation partner operating at over 50+ airports across Canada and the United States. We deliver aircraft de-icing, fueling, environmental management, ground handling, and other specialized aviation support services. Safety is our highest priority. Every employee has the authority and responsibility to stop work when unsafe conditions exist.

What is in it for you:

• Insurance - health, dental and life
• 401(k) retirement plan with company match
• Employee Assistance Program
• Employee discounts
• Competitive wages
• Flexible schedule
• Career advancement and mentorship opportunities
• On the job training
• $300 referral bonuses - unlimited
• myFlexPay ***Benefits may vary by position and location.

Position Overview:

The Administrative Assistant will provide a range of administrative support to the Inland Group of Companies managers and supervisors with a high degree of professionalism, organization, time management, and confidentiality.

Essential Duties and Responsibilities (Including but not limited to):

• Answer phone calls, take messages, and field/respond to all routine and non-routine questions;
• Coordinate office and other supplies;
• Coordinate the new-hire process to include scheduling and/or conducting employee interviews, organizing badging process, processing new-hire packets, verifying I-9 documents using E-verify, reviewing pre-employment drug screen results, requesting MVRs, and entering new-hire information into payroll system;
• Ensure all employee information is kept up-to-date. Assist in the completion of employee forms, including PAFs, address change forms, W4s, etc., and forward to proper department for processing;
• Ensure that all proper signatures are obtained;
• Establish new-hire employee folders, incorporate new hire paperwork within files and ensure original files are sent to corporate human resources department;
• Foster an environment where operations, maintenance, and corporate staff work together for the success of the department and the organization;
• Organize uniform program for the station by providing employees with uniform order forms and forwarding orders to Corporate or when applicable ordering on-line;
• Promote consistent reinforcement and adherence to company mission, values and purpose to instill the core beliefs of our organization;
• Responsible for billing entry as well as handling billing questions from Corporate;
• Responsible for managing the employee timecard system to ensure all timecards are processed timely and accurately for each payroll cycle;
• Responsible for entering purchase orders;
• Create new vendor forms and coordinate credit applications between supplier and Corporate office;
• Counter-check/coding invoices for Manager's approval;
• Serve as a site portal admin for online trainings (Inland Hub);
• Performs various basic accounting duties related to business;
• Performs other duties assigned by management.

Required Skills and Experience:

• Workday experience required;
• Must be at least 18 years old;
• Excellent verbal and written communication skills with the ability to communicate with all departments within the company, including operations, maintenance, human resources, payroll, accounting, etc.;
• Ability to maintain accuracy and meet deadlines; must be detail-oriented and organized with the ability to prioritize; and attend/participate in meetings presenting a team player approach;
• Strong customer service orientation to include increasing customer satisfaction, meeting customer expectations, solving customer problems, soliciting opinions and ideas from customers and responding effectively to the internal customer;
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) particularly with MS Excel and MS Word;
• Experience with computer systems and applications such as Windows, databases, the internet, email and in-house ERP software’s;
• Must maintain high level of interpersonal skills to handle sensitive and confidential situations;
• Position continually requires demonstrated discretion, tact and diplomacy;
• Work requires continual attention-to-detail in composing, typing and proofing materials, establishing priorities and meeting deadlines;
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.

Certifications/Licenses:

• High school diploma or equivalent;
• Advanced degree a plus;
• Successful completion of the required airport badging process.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Work Environment:

• Indoor office environment with the potential of remaining seated for extended periods of time;
• Continuous use of a computer, keyboard, and mouse.

Physical Demands:

• Position may require the ability to carry, push, pull, and lift up to 25 pounds;
• Must operate office equipment as needed.

The Inland Group of Companies offers a variety of opportunities to work in the field of aviation. Whether its deicing aircraft, protecting the environment, or keeping passengers and cargo moving, your future can take off with the Inland Group. The Inland Group of Companies is comprised of Inland Deicing Services (IDS) and Quantem Aviation Services (QAS). The Inland Group of Companies is a multi-national collective of premier aviation services providers. Each company is highly specialized in their field of expertise with proven track records of providing safe, efficient, and cost-effective aviation services