What are the responsibilities and job description for the Administrative Assistant position at Sheltair Aviation?
POSITION SUMMARY:
The Administrative Assistant provides support and reports to the General Manager. This position includes an interface with all departments of the FBO along with the Accounting Department.
DUTIES AND RESPONSIBILITIES:
- Prepare the Month End spreadsheet for fuel information
- Verify daily invoices to ensure correct billing
- Invoice clients accordingly
- Ensure payment collection of transient Customers for Monthly Hangar and Tiedown Rent
- Review aging report and make collection calls & email for receivables
- Research aged AP invoices for statement
- Answer Customer Service (AR) & Vendor (AP) inquires
- Adjust AR invoices as needed per inquires
- Submit weekly A/P to corporate
- Complete Landing Fee and A/P Flowage Fee report and submit to corporate
- Monthly A/P accruals for month end
- Assist Management with submittal of End of Month Fuel Reconciliation
- Send weekly billing statements to customers
- Review and assist GM with P&L at month end
- Balance petty cash account
- Assist with training CSR and CSM
- Attend Operation related meetings
- Process daily mail
- Order and maintain office supplies
- Assist Management with ordering uniforms
- Performs other duties as assigned
QUALIFICATIONS:
- Proficient in Microsoft (Excel, Word and PowerPoint) Ability to compose business letters
- Must be able to multi-task Detail oriented.
- Be able to read, speak and understand the English Language. Bi-lingual language preferred (Spanish)
- Must possess a valid driver’s license and be able to pass airport security badge background check.
EDUCATION and/or EXPERIENCE:
An Associate degree or five (5) years experience or equivalent combination.
Supervisor Responsibilities:
This position has no supervisory responsibilities.
***SHELTAIR RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” QUALIFIED EMPLOYEES WHO, BECAUSE OF A PHYSICAL OR MENTAL IMPAIRMENT THAT SIGNIFICANTLY LIMITS A MAJOR LIFE ACTIVITY, REQUIRE A REASONABLE ACCOMODATION TO PERFORM THE ESSENTIAL FUNCTIONS OF THIS POSITION SHOULD NOTIFY THEIR MANAGER OR HUMAN RESOURCES***