Administrative Assistant – Aviation Services 28792

Administrative Assistant – Aviation Services

• Hours per week: 40
• Location: 3900 Foster McGaw Drive, Waukegan, IL, 60087
• Benefits: Medical, Dental, Vision coverage. 401K, Referral Bonus

Description

The primary objective of this position is to assist the Aviation Administrator in providing a world-class experience for passengers traveling aboard company aircraft.

Duties/Responsibilities

• Aviation reception desk coverage. Answer incoming calls, provide gate/facility entry, greet guests, check-in passengers and escort vendors.
• Assist the Administrator with flight scheduling and trip change requests. Accurately interpret and action new trip requests. Research airport options, review crew flight & duty restrictions and consult with managers as needed to determine feasibility of trip requests.
• Work with administrative assistants to gather necessary trip details. Communicate and resolve any schedule restrictions or flight concerns with the assistants and generate trip itineraries as needed.
• Accurately enter passenger profile information, ground transportation details, catering or special handling requests into scheduling system.
• Clearly communicate detailed trip information with flight crew and maintenance personnel.
• Assist with arranging logistical support services. Reserve crew hotel rooms, rental cars, airline tickets, taxi services, order catering, and assisting with the arrangement of aircraft ground handling services.
• Follow trip checklists to help ensure smooth coordination of trips and adherence to procedures.
• Monitor progress of flights and provide timely updates to assistants and ground service providers.
• Review and enter post flight log details. Update file system with required trip audit documents.
• Order office supplies and maintain the aircraft commissary to ensure an adequate fresh supply of standard stock items and removal of expired products.
• Assist with various accounting related tasks. Obtain vendor receipts, assist with invoice payment processing, credit card reconciliations, and personal trip billing assignments.

Expectations

• Full time 40 hours/week. Standard shift M-F (Approximately 60% in office/40% remote)
• Must be flexible to work non-standard after hours and weekend shifts on-site to assist with flight departures and arrivals.
• Weekend on-call rotation responsibility (Approximately 2 weekends/month). Requires active monitoring of mobile phone and computer access to assist with any urgent issues inclusive of possible need to report on-site.

Preferred Candidate Qualifications

• Professional demeanor with excellent communication and organizational skills.
• Ability to provide exceptional customer service.
• Detail oriented and able to apply critical thinking to complex and evolving tasks.
• Proficient in standard MS Office products.
• Ability to learn intricate aircraft scheduling system.
• Basic math skills and geography proficiency.
• Relevant experience in any of the following fields: Travel or transportation industry, , executive scheduling/ administrative roles, logistics, dispatch, customer service, or accounting experience.

“The pay range for this position starts at $31 however, base pay offered may vary depending on job-related knowledge, skills, and experience. Bonus opportunities may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered.”

Job Types: Full-time, Temporary

Pay: $31.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Application Question(s):

• Are you fine working on over time which might include a Saturday and Sunday?

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person