Administrative Support Specialist (Hilcorp)

Overview

**JOB SUMMARY:**

Administrative support to the Hilcorp Aviation leadership team, point of contact for employees, clients, and other external partners, work closely with all.

Responsibilities

**Essential Job Responsibilities:**

• Advanced skill in all MS Office tools
• Ability to train and master SAP PO writing process
• Be able to maintain accuracy when inputting invoices into SAP, prepare check requests, wire transfers.
• Schedule, track, various freight shipments
• Support Aviation pool vehicles maintenance/registrations/mileage/auto insurance/accidents.
• Plan and organize aviation functions.
• Make Travel arrangements i.e., hotel, car, airline, etc. for department
• Attend daily 9AM Operation calls, various Ops meetings
• Support development of presentation and training materials.
• Maintains aviation documentation and makes updates as directed.
• Pcard reconciliation, expense report submittal
• Adheres to established work schedule, attendance standards and is punctual to work.
• Maintains employee confidence and protects company assets, including intellectual property, by keeping information confidential
• Learn and master Internal travel planning software (TrobexisOne, and TrackIt)
• Other duties as assigned
  
  

Core Competencies

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values- Understand, embrace, and integrate Fairweather values into everyday duties and responsibilities.
• Customer Services – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Teamwork – Resourceful team player who builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
  
  

Qualifications

**Qualifications:**

• Ability to Apply for and retain an airport SIDA access badge.
• Ability to complete multiple, diverse tasks of differing priorities.
• Ability to effectively communicate with all Hilcorp personnel and contractors.
• Good written and verbal communication skills, with specific ability to translate complex information into an organized and presentable manner.
• Ability to work established work schedule.
• Resolve conflict and deal with difficult people and situations.
• Manage information flow in a timely and accurate manner.
• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
• Ability to consider safety in all decisions.
• Ability to complete multiple, diverse tasks of differing priorities.
• Proficiency in the use and application of the following software:
• Preferred – Microsoft Office (Word, Excel, PowerPoint and Outlook).
• WORKING CONDITIONS:** The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds.
• WORKING ENVIRONMENT:** The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities, and abilities.
• PHYSICAL DEMANDS:** The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].
• REASONABLE ACCOMMODATION:** It is Fairweather's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
  
  

**This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments.**

**A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.**

**This job description does not constitute an employment agreement or contract, implied or otherwise, other than an “at-will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.**