Summary
The PA/Office Administrator supports the daily administrative functions of the client, ensuring smooth office operations, efficient handling of client inquiries, and effective coordination of office activities. This role involves a combination of administrative tasks, client interaction, and support to the management team.
Working Conditions:
- Full-time position onsite with regular office hours
- Office environment with occasional need for flexibility to meet business needs- Interaction with clients, staff, and external partners on a daily basis
- Manage office supplies and equipment, ensuring the office is well-stocked and organized - Handle incoming calls, emails, and correspondence, directing them to the appropriate departments
- Prepare and distribute communications such as memos, emails, invoices, reports, and other documents
- Assist clients with inquiries and provide information about charter services
- Schedule and coordinate client meetings and appointments
- Creating/assisting in the creation of presentations
- Maintain a high level of customer service and address client needs promptly and professionally
- Maintain accurate and organized records, including client files, contracts, and billing information
- Update databases and ensure data integrity and confidentiality
- Assist in preparing and maintaining operational reports and documentation
- Coordinate office activities and operations to ensure efficiency and compliance with company policies
- Assist with the organisation of company events, meetings, and travel arrangements
- Support the management team with various administrative tasks as needed - Assist with basic bookkeeping tasks such as quoting, invoicing, expense reporting, and financial record keeping
- Coordinate with the finance department to ensure timely processing of payments and receipts - Facilitate effective communication within the office and with external partners and clients
- Ensure that information is relayed accurately and timely to relevant parties
- Ensure compliance with all relevant regulations and safety standards
- High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration or a related field is a plus but not essential
- Minimum of 2-3 years of administrative experience, preferably in the aviation or travel industry
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency with office software and tools
- Basic knowledge of bookkeeping and financial tasks
- Ability to work independently and as part of a team
- High level of professionalism and customer service orientation
- Proactive, resourceful, and have strong attention to detail
- Data entry and record keeping