Administrative Assistant

Aviation Advisor, Inc. is seeking a detail-oriented and organized Administrative Assistant to join our team at the Kenosha, WI location. The Administrative Assistant will play a crucial role in coordinating administrative tasks to support the maintenance operations of our aircraft fleet. This role requires strong communication skills, a keen eye for detail, and the ability to thrive in a dynamic and fast-paced environment.

Primary Responsibilities:

1. Record-Keeping: Maintain accurate records of aircraft maintenance activities, including work orders, maintenance logs, airworthiness directives, and service bulletins, ensuring compliance with regulatory requirements.
2. Parts Ordering and Tracking: Purchasing parts as directed and monitoring order and shipment status. Tracking the status of orders, verifying parts upon arrival, updating stock levels, and updating purchase orders.
3. Recording Sales Transactions: Create and review invoices for all maintenance parts ordering and other financial reports as needed. Enter invoices, bills, and payments into accounting software related to maintenance transactions.
4. Communication: Serve as a primary point of contact for maintenance vendors and operators to facilitate communication, address inquiries, and coordinate maintenance activities effectively for the maintenance department.
5. Resource Management: Monitor and manage resources such as office supplies, tools, and spare parts to ensure optimal allocation and utilization in support of aircraft maintenance operations.
6. Data Entry and Record-Keeping: Accurately inputting, updating, and maintaining various types of data. Organizing, categorizing, and ensuring accurate and up to date data such as accounting functions, inventory, aircraft maintenance, and department records.
7. Regulatory Compliance: Ensure compliance with relevant aviation regulations, manufacturer’s guidelines, and company policies pertaining to aircraft maintenance, documentation, and record-keeping.
8. Documentation: Prepare and maintain documentation related to aircraft maintenance, including maintenance manuals, compliance records, and technical documentation, ensuring accuracy and completeness.
9. Training Support: Assist in the coordination of training programs for maintenance personnel, including recurrent training, safety training, and proficiency checks, to uphold high standards of technical competency and regulatory compliance.
10. Continuous Improvement: Identify opportunities for process improvements, procedural enhancements, and technology adoption to streamline maintenance operations and enhance overall efficiency.
11. Team Collaboration: Collaborate with cross-functional teams, including flight operations, ground operations, and quality assurance, to ensure seamless coordination and integration of maintenance activities with flight operations and business objectives.

Requirements:

• Previous experience in aviation maintenance administration, aircraft maintenance operations, or a similar role within the private aviation industry preferred but not required.
• Previous experience in office administration or management including ordering office inventory, contacting vendors, and handling department correspondence preferred but not required.
• Excellent communication skills with the ability to interact professionally.
• Ability to learn multiple aviation maintenance management software (e.g. CAMP Systems) procedures.
• Proficient in Microsoft Office Suite.
• Detail-oriented with a high level of accuracy in record-keeping and documentation.
• Ability to prioritize tasks effectively and manage multiple projects concurrently in a fast-paced environment.
• Flexible mindset with the ability to adapt to changing priorities and operational requirements.
• Commitment to safety, quality, and continuous improvement in all aspects of aircraft maintenance operations.
• Experience with processing expense reports, billing, invoices, payments and payroll.

Join Aviation Advisor, Inc. and contribute to maintaining the highest standards of safety, reliability, and service excellence in private aviation! We offer competitive compensation and benefits, along with opportunities for professional development and career advancement.

Note: This job description is intended to provide a general overview of the responsibilities and qualifications for the position and may be modified or amended as needed to meet the evolving needs of the organization and industry.