Administrative Assistant - GSE

Menzies Aviation; Arlington, Northern (VA, KY); Hybrid; USD 34,000 - 46,000; Full time

Job summary

Menzies Aviation in Arlington, VA is seeking an entry level administrative team member to support the GSE department. You will help ensure invoices are submitted on time and assist with a wide range of HR-related functions while maintaining filing and paperwork accuracy.

The role requires initiative, teamwork, and strong communication skills. Proficiency in Microsoft Office is essential, with duties extending to general administration and compliance tasks in a fast-paced environment.

Qualifications

• High School Diploma or equivalent required.
• Minimum 1 year in an office environment.
• Ability to read, write and speak fluent English.
• Strong relational and communication skills.
• Typing 35 wpm or faster.
• Excellent organizational and administrative skills.
• Ability to multitask and meet tight deadlines.
• Experience with Word, Excel and Outlook is essential.
• Ability to read, analyze and interpret complex documents.
• Enjoy working with a diverse group in a dynamic environment.
• Must hold a valid driver's license and pass background checks as required.

Responsibilities

• Prepare all related paperwork for processes.
• Assist with general administration alongside the GSE Manager.
• Filing and records management.
• Submit customer invoices within company standards.
• Maintain file retention and audits.
• Keep inventory for GSE department components.
• Create a positive impression with visitors and callers.
• Ensure health, safety, security, and government compliance.
• Perform other duties as assigned in a professional manner.

Skills

Relational skills

Communication skills

Reading and writing English

Typing speed 35 wpm

Multitasking

Organizational skills

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Washington DC, Virginia | DCA
2401 S Smith Blvd
Arlington, VA 22202, USA

Washington DC, Virginia | DCA
2401 S Smith Blvd
Arlington, VA 22202, USA

People. Passion. Pride. This is what has driven our team 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

This position is an entry level administration role. Working within the GSE department on ensuring customer invoices are submitted in a timely manner and to ensure the department maintains yearly budget goals. The role requires the ability to demonstrate initiative and work as an enthusiastic team member, while performing a wide range of human resource functions

What you will be doing:

• Prepare all related paperwork
• Assist with general administration alongside the GSE Manager.
• Filing
• Customer Invoice Submittal within company standards.
• File retention and audits
• Proficient in Microsoft office applications.
• Keeping an inventory on all parts that is required for the GSE department.
• Responsible for leaving a good first impression with all visitors and callers
• Ensure the safe and secure operations, in accordance with the highest possible standards of health, safety, security and all government statutory requirements
• Assist with all other duties that may be assigned
• Functions must be executed in a professional, efficient, and friendly manner.
• Ensures safe and secure operation, in accordance with the highest possible standards of health, safety, security and all government statutory requirements
• Performs other duties as assigned

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 policy.
• Attend training courses as may be arranged by the Company.

What we are looking for:

• High School Diploma or equivalent
• Minimum of 1 year working in an office environment
• Ability to read, write and speak fluent English
• Must have strong relational and communication skills
• Typing minimum of 35 wpm
• Excellent organizational and administrative skills
• Must be able to multitask and meet tight deadlines
• Microsoft Word, Excel and Outlook experience essential
• Ability to read, analyse and interpret complex documents
• Must enjoy working with a diverse group of people in a dynamic environment
• Ability to lift up to 35 lbs., comfortable with bending, kneeling and pushing and pulling file boxes
• Must pass driver’s test with the Department of Airports and obtain a driver’s license to drive on Airport Operational Area (AOA).
• Must pass FBI background check and obtain US Customs seal.
• Must pass pre-employment medical.
• Must pass Drug testing.
• Must possess a Valid driver’s license in good standing.

Compliance

Carry out all activities of the role and processing activities (as above) as directed by the Company through its policies, procedures and training to ensure the success of the operation including the following:

• Full compliance:
• Health & Safety
• Training
• Harassment
• Data Protection
• Security
• Remain up to date with all station notices relating to policies and procedures
• Remain up to date with all relevant operational, systems and Customer Service training
• Maintain a safe and secure working environment at all times
• Comply with the Company’s open, fair and honest reporting culture

Professional Standards

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

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 to recruiter 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 abouthere.

Application Instructions

Is this role ticking all the boxes for you?

Qualifications

Skills

Behaviors

:

Motivations

:

Education

Required

High School or better.

Experience

Licenses & Certifications

Required

DRIVERS LICENSE

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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.