Administrative Assistant

About the Role

Since 1833, Menzies Aviation LATAM has grown to become a key participant in the global aviation sector, offering crucial logistics services across more than 250 locations worldwide. Central to their success is a dedicated workforce.

The Administrative Assistant is a motivated professional who provides comprehensive office support duties in a courteous and efficient manner. This role involves managing a variety of administrative tasks independently while coordinating amongst operations, administrative, payroll, and human resources teams.

Core Responsibilities

• Conduct general office activities such as filing, managing telephone calls, sorting mail, and drafting correspondence.
• Welcome visitors and assess their need for access to personnel.
• Maintain cleanliness and organization of the workspace.
• Establish professional interactions with customers and colleagues.
• Schedule and confirm appointments and upkeep event calendars.
• Handle copying, filing, and maintenance of paper and electronic records.
• Manage sorting and distribution of inbound mail daily.
• Prepare outgoing shipments.
• Support expense reporting processes as required.
• Monitor and replenish office supplies.
• Prepare procurement documentation and manage purchase requests.
• Code invoices and ensure prompt processing to corporate accounts payable.
• Maintain accurate billing records and operational documents.
• Track candidate background checks and arrange drug tests.
• Assist with onboarding paperwork for new hires.
• Coordinate all aspects of business travel to fulfill employee needs and oversee trip management from start to finish.
• Manage reconciliation and tracking related to flight cancellations.
• Control travel expenses by finding innovative cost-saving strategies.
• Proactively undertake extra work during less busy periods.
• Accept additional duties and complete assigned projects as necessary.
• Model the organizational culture and values.
• Uphold safety and security responsibilities.
• Perform all other tasks assigned by department managers or the General Manager.

Safety, Security, and Compliance

• Ensure personal and others’ health, wellbeing, security, and safety at the workplace.
• Adhere strictly to the company’s zero-tolerance drug and alcohol policy.
• Collaborate with supervisors to comply with legal and company requirements.
• Avoid deliberate misuse or interference with safety or welfare provisions.
• Report dangerous conditions, hazards, or incidents immediately to management.
• Follow training, regulations, and procedures related to health, safety and security diligently.
• Embrace the company’s safety and security policies and attend relevant training sessions.

Qualifications and Experience

• High school diploma or equivalent certification.
• At least three years of experience working in a professional office setting.
• Strong organizational skills with the capacity to multitask and prioritize effectively.
• Mature, self-confident, and responsible demeanor.
• Excellent oral and written communication abilities with a customer-focused approach.
• Capable of working collaboratively across all organizational levels.
• Discreet, tactful, and maintaining professionalism at all times.
• Self-reliant with minimal supervision required.
• Experience managing confidential and sensitive information securely.
• Dependable and reliable in meeting job commitments.
• Possession of a valid United States driver's license.
• Fluency in English (spoken, written, and reading).
• Successful completion of pre-employment background and drug testing.
• Physical ability to lift up to 35 pounds.

Diversity and Inclusion

Menzies Aviation LATAM is an equal opportunity employer committed to fostering an inclusive workplace that embraces diversity in sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy, and maternity. The company values diverse perspectives and aims to ensure all employees feel respected and can fulfill their potential.

Application Process

If you find this position aligns with your skills and aspirations, you are encouraged to apply promptly.