Office Administrator - FlightSafety International

Purpose of Position

The Office Administrator is an administrative position that will provide high-level coordination support for Center leaders and employees to ensure efficient and productive operations for on-site tasks and enterprise initiatives. This position will also provide support for HR, Facilities, Safety and Compliance, and Customer Service administrative activities related to the daily operations of the Learning Center.

Tasks and Responsibilities

• Serve as a central liaison, point of contact, and administrative support partner for site leadership
• Manage and coordinate general office duties and communications, including inbound and outbound calls and inquiries; handling mail and package delivery; reading and responding to emails; interfacing and escorting clients, vendors and visitors; filing; office supplies; etc.
• Coordinate webcasts and video conferences to include internal and/or remote locations
• Submit invoices to accounts payable after obtaining approval from the responsible manager
• Coordinate employee recognition programs and events such as service anniversaries, ordering and distributing flowers/gifts, meals, and managing preflight meetings.
• Coordinate client/customer recognition programs such as Master Tech/Master Aviator or other FlightSafety award programs.
• Prepare internal and external business documents/memos for employees and industry partners. Maintain and utilize Outlook calendars; schedule and organize meetings and conferences.
• Reserve travel arrangements and manage travel itineraries for center leadership as needed
• Coordinate Center/site events and other functions assigned by the Center Manager or designated person for on and off-site locations
• Serve as the local communications ambassador; take notes during meetings and send out meeting minutes or action items and manage local communication needs
• Assist with new hire orientation which may include greeting new hires, preparing conference room, ordering name badges, parking passes, IT hardware, business cards and supporting system access requests
• Manage badge access, key distribution and collection, and door rules for center
• Database access, entry and administration, such as but not limited to; Assist HR with the I-9 documentation and verification process;Maintain local personnel files; Coordinate DOT paperwork and complete data entry for the Safety Sensitive Duty program; Maintain the accident and injury internal portal;
• Assist with Client training activities as needed; such as arranging Off-site training, client survey response coordination, arranging for Client transportation and other needs and ensuring IT support needs are met.
• Act as coordination point of contact for the Safety team on all reporting
• All other administrative duties as assigned

Minimum Education

• High school diploma or equivalency required; Bachelor’s degree in business or related field preferred
• State Notary public preferred

Minimum Experience

• Two (2) plus years of related experience such as administrative assistance, HR coordination, events management, customer service, etc.

Knowledge, Skills, Abilities

• Knowledge of principles and processes for providing administrative support and excellent customer service
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills in a collaborative, service-oriented and team-based environment
• Project management skills, including strong attention to detail with the ability to organize and coordinate multiple activities of varying deadlines
• Critical thinking skills and independent motivation; uses logic and reasoning to identify pros and cons of alternative solutions, conclusions, or approaches to problems
• Excellent time management skills with the ability to prioritize tasks in fast-paced environment
• Ability to maintain confidentiality and work with sensitive information
• Proficient with Microsoft Office suite or related software, in particular Outlook, Word, Excel, and PowerPoint; MS Access, a plus

Physical Demands and Work Environment

Ability to work extended workday or hours, including overtime. Ability to work in a constant state of alertness and in a safe manner. Routine use of hands to finger, handle, or feel/reach with hands and arms (including typing, instrument operation, and use of touchscreen devices); and communicate verbally and in writing (typically by email or other written communication). Occasionally lift and/or move up to 25 pounds. Vision abilities including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus: in each case, as applied to viewing monitors, technical documents, diagrams, and reference materials. While performing the duties of this job, the employee may work near moving mechanical parts.  The employee may work in high, precarious places and in outside weather conditions and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, extreme code, extreme heat, risk of electrical shock, risk of radiation, and vibration. The noise level in the work environment is low to moderate.