Office Assistant

The HR SOURCE; New York (NY); On-site; USD 100,000 - 130,000; Full time

Job summary

A leading company in administrative support services seeks a Talent Acquisition Manager to assist the Maintenance Department at a major airport. This provisional role is critical for providing administrative support, requiring strong organizational and interpersonal skills. The ideal candidate will engage with internal teams and maintain smooth operational workflows, ensuring effective communication and task management.

Benefits

Health benefits

Flexible work hours

Qualifications

• Strong interpersonal skills essential for engaging with management.
• Experience with SAP and office software like Word and Excel.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Schedule meetings and manage supplies for the Maintenance Department.
• Process timesheets and maintain organization of files.
• Prepare travel authorizations and assist with budget documents.

Skills

Interpersonal skills

Customer service

Organizational skills

Initiative

Education

Specialist’s level (C-18 or above)

Tools

SAP

PC-based applications

Job description

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Job Description

This provisional position works in the Maintenance Department at a major airport and reports to the Manager of Airport Maintenance or designee. This position will be responsible for providing critical administrative support to the Maintenance Department. Overall, this position routinely interacts with internal and external customers, business partners, and company employees.

Responsibilities Reporting directly to the Manager of Airport Maintenance. The selected candidate will be responsible for, but not limited to, a variety of clerical duties including, but not limited to:

• Scheduling and preparing for meetings hosted by Maintenance management (sign-in sheets, conference room set up, ordering food, etc.)
• SAP entries
• Ordering and maintaining supplies
• Assisting the Manager with timesheet processing and overtime tracking
• Collecting and tracking information such as training completion
• Maintaining and improving file organization in support of the Maintenance Manager
• Prioritizing and distributing confidential and sensitive mail
• Preparing ProCard transaction logs
• Reviewing and editing correspondence for the Maintenance Manager’s signature
• Preparing travel authorizations and expense accounts for business trips and assisting with budget documents.

Additional Information

• The hours for this position are from 8:00 AM to 4:00 PM, Monday through Friday, unless otherwise indicated by the Manager of Airport Maintenance or designee.
• The selected candidate may be required to work off-hour 12-hour tours during snow season and participate in all snow/emergency occurrences/operations.

Minimum Qualifications Candidates must present the following qualifications to be considered eligible for this position:

• Applicants must meet all performance and attendance standards and have completed all probationary periods.
• Applicants must hold a position at the Specialist’s level (C-18 or above).
• Applicants must meet all qualifications of Band III titles identified in the Administrative Testing Series Bulletin issued on October 22, 2008.

Desired Qualifications

• Demonstrated strong interpersonal and customer service skills.
• Demonstrated ability to interact effectively with senior-level management and executives within the airport community.
• Demonstrated ability to prioritize assignments, handle several tasks simultaneously and deliver them accurately and timely.
• Strong organizational and follow-up skills and the ability to plan, prioritize and anticipate the operational needs of the Airport Maintenance Manager.
• Thorough knowledge of the organization's structure, policies, and procedures.
• Demonstrated ability to take initiative and use independent judgment.
• Significant experience in preparing memorandums and external correspondence.
• Experience with PC-based applications such as Word, Excel, PowerPoint, Outlook, SAP, and Travel software.
• Knowledge of PeopleSoft and Indeavor.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Administrative and Support Services and Government Administration

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