What are the responsibilities and job description for the Administrative Assistant position at Gulf Aviation?
Summary:
We are seeking a highly organized and detail-oriented Administrative Assistant to join our Fixed-Base Operator (FBO) team. This role will provide critical support to our Fuel Coordinator and assist with daily operations, including fuel requests, Ground Support Equipment (GSE) documentation, inventory management, and other administrative functions. The ideal candidate will possess strong analytical skills, proficiency in office software, and excellent communication abilities to ensure smooth and efficient FBO operations.
Key Responsibilities:
GSE Paperwork Management:
- Maintain accurate records of Ground Support Equipment (GSE), including maintenance logs, inspection records, and utilization reports.
- Coordinate GSE scheduling and availability, updating equipment usage data as necessary.
Fuel Coordination Support:
- Assist the Fuel Coordinator in scheduling, tracking, and documenting fuel orders, ensuring all deliveries are on time and meet operational requirements.
- Communicate with fuel vendors and clients regarding fuel needs, providing prompt and accurate updates.
- Monitor fuel usage, assist in preparing reports, and ensure compliance with safety and regulatory guidelines under the direction of the Fuel Coordinator.
Inventory Management:
- Track and manage inventory of office supplies, GSE parts, and other essential FBO materials.
- Conduct regular inventory checks to ensure sufficient stock levels and maintain organization within storage areas.
- Coordinate with vendors for orders and replenishments, verifying orders upon receipt to ensure accuracy.
- Maintain detailed records of inventory usage and purchasing to support budgetary and operational planning.
Administrative Support
- Provide general office support, including managing schedules, preparing documents, and handling phone inquiries.
- Assist in coordinating with flight crew, ground staff, and vendors to support seamless FBO operations.
- Organize records, handle correspondence, and support FBO management as needed.
Analytical and Reporting Functions:
- Gather and analyze data related to FBO operations to support decision-making.
- Prepare weekly, monthly, and ad-hoc reports on fuel usage, GSE performance, inventory levels, and other operational metrics.
- Identify trends and recommend improvements to enhance operational efficiency.
Qualifications:
- High school diploma or equivalent; additional certification in office administration or FBO operations is a plus.
- Previous experience in an administrative or operational support role, preferably in aviation or an FBO setting.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with FBO management software is a plus.
- Strong analytical and organizational skills with keen attention to detail.
- Excellent communication skills and ability to work effectively with cross-functional teams.
- Driver’s License required
Working Conditions:
This position requires flexibility, as operational support may sometimes require early or late hours. This role is primarily office-based but may involve occasional movement between office and hangar areas.
Job Type: Part-time
Pay: From $13.00 per hour
Schedule:
- 4 hour shift
- 8 hour shift
- Evening shift
- Monday to Friday
- Weekends as needed
Work Location: In person
Salary : $13
