GENERAL DESCRIPTION
Greet visitors. Handle or properly route incoming phone calls. Provide general administrative support.
DUTIES AND RESPONSIBILITIES
General
- Answer telephone, screen, and direct calls.
- Monitor entry into the building – opening doors for visitors, having them sign the guest book, issuing ID cards when they arrive at reception.
- Sort and distribute mail.
- Responsible for postage machine. Stamp outgoing mail and manage the funds on the machine.
- General administrative and clerical support for multiple departments.
- Owner of the shared calendar to book the Executive Conference Room.
- Maintain and order office and coffee supplies.
- Maintain and order letterhead.
- Order lunch, catering and other misc. support as requested.
- Other duties as assigned.
Charter
- Reconcile charter credit card monthly.
Flight Operations
- Coordinate with flight crew and reconcile trip summaries received with Flight Department schedule. Advise corrections, as necessary.
- Enter trip summary data into Flight Ops software.
- Print out trip summaries, pair with weight and balance forms, provide to Director Ops or Asst Director Ops for signature approval.
- File trip summary reports as required.
- File weight and balance for 30 days, then can be shredded.
- Print out Flight and Duty report monthly for Flight Department (Angela)
- Track DOI trips and prepare monthly report by 5th of following month.
SKILLS, COMPETENCIES, EDUCATION, CERTIFICATION, AND/OR LICENSURE REQUIREMENTS
- High School Diploma or equivalent.
- Experience in an office environment (min 2yrs).
- Knowledge of administrative and clerical procedures.
- Knowledge of customer service principles and practices.
- Proficient in Excel and Word required.
- Job duties require technical and logistical understanding and abilities. Accuracy is of the utmost importance.
- Attention to detail is a must. Required attributes include being a perfectionist, well organized, ability to focus, and reliability.
- Excellent verbal and written communication skills.
PHYSICAL DEMANDS
- Talk and/or hear regularly throughout the day.
- Sitting, standing, and walking throughout the day.
- Climb or balance; bend, stoop, kneel, crouch, or crawl as needed.
- Use fingers and hands to handle or feel; reach with hands and arms as needed.
- Lift and/or move up to 25 pounds frequently.
- Vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus throughout the day.
Must be able to pass background/drug screen. EOE. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of ethnicity, gender/identity, sexual orientation, disability, protected veteran status, or any other basis protected under federal, state, or local laws.