Job Overview:
The Administrative Assistant at ARQ Aviation MX is a multifaceted role that combines responsibilities in office administration, parts and inventory management, and financial oversight. This role requires a detail-oriented, proactive individual with a commitment to high standards of customer service, compliance, and efficiency. The Administrative Assistant will support daily operations and ensure that the administrative and logistical needs of the company are met with precision and professionalism.
Primary Responsibilities Include:
- Manage front desk duties, including greeting visitors, answering multi-line phone systems and directing calls with professional phone etiquette.
- Maintain organized office files.
- Schedule appointments, coordinate calendar management, and assist with meeting preparations to ensure efficient time management for staff.
- Support bookkeeping tasks by utilizing Xero for invoicing, expense tracking, and financial record keeping.
- Provide excellent customer service by addressing inquiries promptly and supporting client communication efforts.
- Manage purchase orders, invoicing and billing.
- Manage company timesheets and payroll.
- Onboard new employees.
- Maintain and audit part inventory levels.
- Monitor and maintain shelf-life limited materials.
- Review and maintain paperwork, including but not limited to, manufacturer traceability and parts tags to ensure compliance with the Repair Station Manual and Federal Aviation Administration requirements.
- Ship and receive materials as required.
- Report any identified risks associated with the Parts Department to the Director of Maintenance.
- Punctual to work each day and prepared to work scheduled work hours.
- Perform other duties as assigned.
Minimum Qualifications:
- Minimum 2 years of clerical or administrative experience in an office setting.
- Proficient with Microsoft Office tools (Word, Excel, PowerPoint, SharePoint) along with strong computer literacy and technical proficiency.
- Proven track record of consistent performance while delivering high levels of customer service to internal and external customers is required.
- Demonstrated record of integrity and sound ethical judgment.
- Strong oral and written communication skills and the ability to professionally communicate with customers and vendors.
- Valid driver’s license with good driving record.
Preferred Qualifications:
- Experience with Xero accounting software highly preferred
- Experience in aviation logistics highly preferred
Pay: $48,000.00 - $58,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Are you willing to undergo a background check, in accordance with local law and regulations?
Ability to Commute:
- Wilmington, NC 28405 (Required)
Work Location: In person
