What are the responsibilities and job description for the Administrative Assistant position at Double M Aviation?
Job Description:
The Administrative Assistant assists the Assistant Director of Operations to ensure information is communicated effectively to the customer during each maintenance event. They also perform administrative duties such as phone and email communications, preparing and updating various documents and reports, and aiding the Assistant Director of Operations as needed.
Responsibilities:
Customer Interaction: Act as the primary point of contact for customers during maintenance events, providing excellent customer service and addressing inquiries professionally and promptly.
Information Management: Collaborate closely with the Assistant Director of Operations to ensure effective communication of crucial information to customers. This includes relaying updates, schedules, and any relevant details.
Receptionist Duties: Welcome customers and visitors, answer phone calls, and create a warm and welcoming atmosphere in our office.
Email Communication: Compose, send, and manage emails on behalf of the office, ensuring that all customer-related communications are clear, informative, and courteous.
Work Orders: Assist the ADO in the updating of work orders through the maintenance event to ensure timely and accurate completion. Review the completed documents and create logbook entries utilizing information from the work order. Ensure all documentation generated during maintenance such as AD Lists, Times Sheets, Timed Items Lists, etc are properly updated and reflect the work performed.
Aircraft Documents: Assist with sorting, arranging and cataloging aircraft logbooks and associated paperwork into a uniform, record keeping system.
Communications Flow: Efficiently channel incoming customer communications, (emails, phone calls, and in-person interactions) to the relevant department when information is needed that is beyond the Admin Assistant's scope of knowledge.
Qualifications:
- High school diploma or equivalent
- Proficiency in using Microsoft Office Suite (Excel, Word, etc.) and Google Suite (Sheets, Docs, etc.)
- Strong accuracy and attention to detail when creating work orders and communicating with customers.
- Excellent communication skills when interacting with customers regarding updates, maintenance status, and issues discovered during a maintenance event.
- Ability to independently prioritize tasks, manage multiple projects, and meet deadlines.
- Capacity to analyze data, identify trends, and make informed inventory, warranty, and accounts payable decisions.
Salary : $18 - $20