Operations Admin Assistant - JFK

Job Overview

The Operations Admin Assistant provides essential administrative support to JFK airport operations, including employee time and attendance management, payroll preparation support, billing, purchase orders, training coordination, employee documentation, airport identification tracking, and operational reporting. This role works closely with Operations Management, Human Resources, and Payroll to maintain accurate records, support timely submissions, and ensure consistent communication across the operation.

Key Responsibilities include the following, but are not limited to:

• Supports departmental billing, reconciles supporting operational records, and prepares accurate employee attendance and administrative reports.
• Supports the operation’s payroll process by reviewing, validating, and submitting employee time and attendance records within established payroll deadlines.
• Monitors employee timecards, including missed punches, overtime, absences, and schedule discrepancies, and coordinates necessary corrections with Operations Management.
• Answers, screens, and directs incoming calls and inquiries promptly and professionally.
• Welcomes visitors, employees, and clients and directs them to the appropriate operational contact.
• Maintains organized and confidential electronic and physical filing systems for operational and employee documentation.
• Retrieves, compiles, and verifies information from records, emails, reports, and related documents; prepares clear summaries and follow-up correspondence as needed.
• Responds to administrative inquiries and coordinates with the appropriate departments to resolve issues in a timely manner.
• Prepares and routes employee change documentation, including transfers, job classification updates, and approved compensation changes, for review and processing.
• Prepares and tracks purchase orders and related administrative requests in coordination with Operations Management.
• Coordinates monthly airport ID renewal reminders and follows up with employees and management on upcoming expirations.
• Reviews monthly and quarterly operational and ID reports with the Operations Manager; tracks outstanding items and supports the timely return of airport IDs upon employee separation.
• Provides administrative guidance and coordinates clerical assignments when directed by Operations Management.
• Supports the onboarding and training of newly hired clerical and administrative team members on established procedures.
• Performs other related administrative and operational support duties as assigned.

Key Qualifications

• Must possess at least a high school diploma or equivalent.
• Proficiency in Microsoft Office Suite (PowerPoint, Word, and Excel skills).
• Minimum 2 years of previous administrative support experience.
• Ability to speak and understand Spanish / English.
• Demonstrated ability to read and understand the documented processes and procedures needed.
• Must be able to maintain internal confidentiality.
• Ability to plan, organize, and implement in a dynamic environment.
• Excellent writing and communication skills, including interpersonal, negotiation, and conflict resolution abilities.
• Strong self-organization and self-management skills, with emphasis on self-initiation and follow-through.
• Must be able to obtain a SIDA Badge from the airport.
• Must pass pre-employment drug screen and background check.

Physical Demands

The physical demands described here are those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This position requires the incumbent to be able to speak and be understood, hear, and comprehend the English language, stand for long periods of time, be able to lift approximately 70 pounds, be able to relocate in the event of an emergency, and have a neat and professional appearance.

Work Environment

The Operation Admin Assistant will work both indoors and outdoors in secure airport environments, often under variable weather conditions and elevated noise levels. Standard office equipment may be used for reporting and communication.

EEOC

Grupo Eulen is an equal opportunity employer and will consider all applicants without regard to race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, and all other protected classes recognized or any other characteristic protected under applicable federal, state, or local law