Office Administrator - Xced Aviation Services

Recognized as one of Crain’s “Best Places to Work in Chicago” as well as a 2023 “Great Places to Work” by the Great Place To Work Institute Inc., Sasser prides itself on supporting an employee-driven, opportunity-based culture that empowers, recognizes, and rew­­ards its employees. From highly competitive benefits to exciting employee events to organic, grassroots philanthropy and volunteerism, Sasser is an awesome place to begin and grow your career. We are a fourth-generation, family-held transportation asset services and management company with roots dating to 1928. Sasser’s six subsidiary units are leaders in providing commercial- and industrial-focused rail, automotive, containerized shipping, and aviation transportation equipment solutions including asset leasing, fleet administration management, asset repair and maintenance, and innovative technology services.

Sasser Family Companies includes subsidiaries Chicago Freight Car, Union Leasing, CF Rail Services, Express 4x4 Truck Rental, Xced GSE, and Falcon Lease. To learn more about what makes Sasser special, visit www.sasser.com.

What We Offer

In Sasser’s employee-driven, opportunity-based culture, our employees help chart the course for our success. That is the reason that we believe that the most important investment we'll ever make in our business is you. Sasser employees enjoy a competitive benefits program that:

• Covers 85% of your medical premiums
• Includes a 100% Company-paid disability and life insurance plans
• Includes a 401K plan with company match PLUS additional end-of-year funding
• Provides training and tuition reimbursement
• Includes Incentive Plans
• Provides community service opportunities, employee recognition programs, and lots and lots of celebrations!

As a Office Administrator, Here's What You'll Do:

• Learn and adhere to all Xced safety procedures.
• Learn the basic flow and logistics of ground support equipment industry and repair business.
• Keep work area in a clean and orderly manner to comply with Xced, OSHA and environmental rules and regulations. Perform basic housekeeping functions in office and reception areas.
• Perform general administrative and office functions such as directing incoming calls, providing first contact with customers, distributing of incoming mail, making copies, filing, etc.
• Data entry for parts, labor, warranties, and technical bulletins.
• Accommodate internal and external auditors with requests for audit-related information, including invoices, purchase orders, and warranties, etc.
• Maintain main office, janitorial & office inventories, and verification of uniform deliveries.
• Coordinate office shipping and receiving. Providing of Bill of Landings to headquarters.
• Assisting with shipping and receiving
• Assist the Operations manager with coordinating equipment shipping and receiving scheduling and execution.
• Enter information in E360 system such as, but not limited to, employee time cards & uploading equipment file documents.
• Make sure parts are billed to equipment work order, control inventory
• Provide support to lead mechanics and technicians on order parts
• Manage all aspects of the equipment database (E360) updating to include work order and repair parts management, daily labor accounting, equipment loading and updating, creating and submitting routine reports, and managing equipment locations.
• Tracking warranty claims for support of customers.
• Perform inventory on the following: equipment, parts, and materials per schedule determined by the company as well as; perform causative research on discrepancies found.
• Assist the Manager with the coordination of safety meetings, tracking of completed training sessions, creating training forms, and filing of training records.
• Safety equipment is fully stocked for mechanics and technicians.
• Assist Xced staff with limited duties in their absence such as, but not limited to: Inbound/Outbound Reports, Invoicing, Bill of Ladings, and updating E360.
• Control call the different suppliers and maintain proper recycling standards for diesel and gas, etc.
• Other duties as assigned by management.
• Additional Duties as assigned.

Here's What it Will Take to be Successful in This Role:

• Proficient in Microsoft Suite - Excel, Outlook, Word and PowerPoint
• Ability to communicate concisely
• Strong analytical, organizational and motivational skills
• Strong interpersonal skills
• The ability to flourish in a fast-paced environment
• Requires sound written/verbal communication skills.
• High School diploma or GED equivalent
• Office experience is a plus but should have data entry.
• Traveling if necessary

Physical Demands

This job operates in a professional environment and routinely uses standard office equipment such as computers, phones, copy machines, filing cabinets, printers and fax machines.

Working Conditions

Office Environment connected to shop

The Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.