Administrative Coordinator & Aviation Specialist

Company Description:

The Company's history goes back to December 18, 1934, with the creation of Hunt Oil Company by H. L. Hunt. Today, the Hunt Family of Companies has grown into a dynamic and diversified enterprise that operates across six areas of business: Hunt Oil Company, Hunt Refining Company, Hunt Energy Network, Hunt Realty Investments, Hunt Utility Services, and Hunt Innovative Technologies. Together, these businesses form Hunt Consolidated, Inc., a privately held, family-owned enterprise dedicated to shaping the future.

Position Summary:

The Administrative Coordinator & Aviation Specialist provides administrative and transactional support to the Executive Assistant & Program Coordinator (EA&PC) for Global Security and operational coordination support to the Aviation Business Operations Specialist. This position absorbs the day-to-day transactional workload of both functions, including invoice processing, vendor onboarding, travel documentation, and recordkeeping, freeing the EA&PC to focus on program coordination and the Business Operations Specialist to focus on safety-critical, judgment-based decisions.

The role requires strong organizational skills, discretion with confidential and sensitive information, and the ability to support two fast-paced, cross-functional teams, functionally reporting to the EA&PC with an operational dotted line to the Aviation Business Operations Specialist.

Responsibilities:

• Administrative Support: Provide day-to-day administrative and supervised/tasked assistant support to the Global Security & Aviation EA&PC and Global Security Management team.
• Accounting/Finance (Transactional): Process invoices, check requests, and expense reports; support vendor onboarding administration for Global Security and Aviation.
• Aviation Operations Support: Provide logistical and administrative support for trip coordination, travel documentation, and recordkeeping of aircrew and aircraft data.
• Communication/Liaison: Serve as an administrative point of contact between Global Security, Aviation, and internal/external stakeholders on transactional matters.
• Administrative & Executive Support
  • Provide day-to-day administrative support to the EA&PC and GS/Aviation Management team, executing delegated and supervised tasks.
  • Maintain filing systems, correspondence, and departmental office systems for both Global Security and Aviation.
  • Draft, proofread, and format routine documents, correspondence, and reports as assigned. Coordinate calendar and meeting logistics as directed by the EA&PC.
• AP & Vendor Administration
  • Process invoices, check requests, and expense reports for Global Security and Aviation in accordance with company policy.
  • Support vendor onboarding, including documentation collection, system setup, and compliance verification.
  • Maintain accurate records of departmental purchases, inventory, and recurring vendor payments.
  • Escalate budget variances, contract terms, or vendor negotiations requiring judgment to the EA&PC, who retains responsibility for budget management, presentation and contract negotiation with Legal.
• Aviation Operations Coordination Support
  • Provide logistical support for trip coordination, planning, and execution of aircraft and aircrew scheduling requirements, at the direction of the Business Operations Specialist.
  • Prepare and maintain documentation for aircrew and passenger travel, supporting compliance with country customs and immigration requirements.
  • Maintain accurate records of trips, including aircraft and crew data and statistics.
  • Provide administrative support to the Aviation Team as directed by the EA&PC. EA&PC will liaise directly with Aviation Director.
  • Share after-hours and on-call support responsibilities with the Business Operations Specialist on an approximate 50/50 rotation basis to ensure continuous coverage for time-sensitive travel and scheduling needs.

Required Skills:

• Bachelor's degree or equivalent combination of education and experience.
• 4 years of experience in an administrative, executive support, or operations coordination role.
• Proficient in Microsoft Office (CoPilot, Outlook, Word, Excel, and PowerPoint).
• Ability to handle sensitive and confidential information with discretion.

Required Experience:

• Experience with the Flight Operations System (FOS) or comparable aviation scheduling/tracking software, preferred.
• Spanish language proficiency, preferred.
• Prior experience supporting corporate travel, vendor administration, or accounts payable functions.
• International background or experience working with global companies is a plus.

Company Highlights:

• For 90 years, we have nurtured creative ideas and turned them into successful realities using three core strategic pillars - creativity, excellence, and people.
• 401K - 12% employer contribution with no vesting period (6% Match and 6% non-matching contribution)
• Highly competitive compensation
• Hybrid work options available for most roles
• Five to eight weeks of PTO annually based on years of experience; eleven additional holidays per calendar year
• All Medical/Dental/Vision benefits start day one with the company; low employee premiums
• Education Assistance Program
• Free covered employee parking for Dallas HQ based employees
• Free specialty coffee bar in the Dallas HQ
• Onsite breakfast and lunch area in the Dallas HQ
• Commitment to the following ideals:
  • Work/Life Balance
  • Ongoing professional development opportunities
  • An exceptional employee experience

Hunt is committed to a diverse and inclusive workplace. Hunt is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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