What are the responsibilities and job description for the Administrative Assistant position at Menzies?
People. Passion. Pride. This is what has driven our teams 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:
The Administrator position requires an enthusiastic team member to perform a wide range of administrative and office support activities in a professional, efficient, and friendly manner; inclusive of, but not limited to, Filing, telephones, mail distribution and composing correspondence. The candidate should be able to work independently to coordinate activity between operations, administrative, payroll and human resources related functions.
What you will be doing:
- Perform general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution and composing correspondence.
- Greet visitors and determine whether they should be given access to specific
- Maintain the working area in a neat and orderly
- Build professional relationships with customers and the
- Schedule and confirm appointments and maintain event
- Copy, file, and maintain paper and/or electronic documents and
- Open, sort, and distribute incoming correspondence
- Prepare outgoing
- Assist with expense reports as
- Monitor station supply levels and order as
- Prepare requisitions, orders, or other documents for
- Code all invoices and process to corporate A/P in a timely
- Maintains billing records and other source documents, which accurately represent the operation of the company.
- Enter and track candidate background orders and coordinate drug
- Assist with new hire
- Arrange and coordinate all aspects of business trips to meet the specific needs of employees and by managing trips from start to finish.
- Manage tracking and reconciliation for flight
- Oversee expenses and find creative solutions to control travel expenses for the
- Proactively seeks out additional work during downtime
- Take on additional tasks and responsibilities as
- Complete special projects as
- Exemplify the desired culture and philosophies of the
- Safety and security are the responsibility of each
- All other tasks as requested by department managers and/or the General Manager
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
- Attend training courses as may be arranged by the
What we are looking for:
- High school diploma or equivalent
- Minimum 3 years’ experience working in a professional office
- Highly organized with the ability to multi-task and continually prioritize
- High degree of self-assuredness and maturity
- Excellent communication skills and client-service orientation
- Ability to work well with all levels of management, staff, and
- Discrete, tactful, and highly professional
- Ability to work independently with minimal
- Demonstrated experience in handling sensitive and confidential
- Dependable, reliable, and responsible in fulfilling
- Possess a valid US driver's
- Ability to read, write and speak fluent
- Must pass pre-employment background and drug
- Ability to lift up to 35
Professional Standards
- Respectful, supportive, and friendly approach
- Clear and honest communication
- Passionate and
- Flexible, understanding of changing priorities and
- Punctual and reliable
- Confident and focused
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work is primarily done indoors.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to look at a computer, stand, walk, sit, use hands to finger, handle or feel objects, tools, or controls; reach with arms, climb or balance; and talk or hear.
Employees may also engage in moving office supplies which involves lifting, bending, and stooping. The employee may occasionally lift and/or move up to 35lbs.
