Administrative Assistant On Demand Charters

Description

Job Summary

The Administrative Assistant’s primary responsibilities are the identification, organization & coordination of administrative duties pertaining to the On Demand Charter Department, and the Company Travel Department. Responsibilities include but are not limited to setting up charters, preparing the On Demand Charters Accounting billing packets, perform Travel Agent duties, updating spreadsheets, investigate, compile and submit missing receipts, answering calls, and taking detailed messages and general office duties as needed. This position utilizes processes and resources in a manner that is efficient, effective and contributes to the overall success of the department in achieving goals.

Compensation: $25.00 p/hr
Employment Type: Full-Time
Schedule: M-F 8:00AM-5:00PM
FLSA Status: Non-Exempt
Regular/Temporary: Regular
Requisition ID: 486969537

Job Duties

• Provide administrative support for L48’s department leadership.
• Set up charter folders, make calls to FBO’s, send contracts for charters to respective individuals, send requested information for international charters, and all other related duties.
• Use Takeflite and all other computer programs necessary for this position.
• Prepare the billing packet for the accounting office for each completed charter.
• Perform Travel Arranger Responsibilities, creating and booking travel itineraries, hotel, rental cars, and Company Crew Quarters for employees and others as directed.
  1. Offer advice to clients on destinations.
  2. Follow up with clients about travel plans and adjust as needed, including coordinating with the client’s point of contact as the travel approaches.
  3. Research fare and schedule information.
  4. Describe travel specifics, and give details on any documents required, such as passports or visas.
  5. Make alternative arrangements if changes arise before or during the trip.
  6. Provide any and all relevant information, brochures, and publications (guides, vehicle pick up information, , maps, regulations, events) to travelers.
  7. Provide Crew Quarter Packets to all incoming guests, ensure room assignments are in place, recorded properly in the reservation’s spreadsheets, and that Housekeeping is notified in real time of all changes that may impact the availability and cleaning status of the crew houses.

• Populate, perpetuate, and maintain Fleet Maintenance Pro Data Input and Reporting Service.
• Assist and facilitate Timekeeping for Refuelers to include schedules, corrections, and approvals, while alerting management to situations outside the norm (e.g. overtime, missed lunches…)
• Update and keep current all spreadsheets and travel logs as needed.
• Answer emails and phone calls efficiently and effectively.
• Provide management and staff with accurate information by keeping all reference materials updated in an organized fashion and accurately interpreting all resource guides. Retrieve information from computers, hard files, manuals, and directories as necessary.
• Perform other duties as the situation dictates.

Required/Preferred Experience, Education & Skills

• Knowledge of administrative and clerical procedures, work processing systems/software, managing files and records, designing forms and other office procedures and related terminology.
• Ability to maintain confidentiality in all aspects of employment, including file and record maintenance.
• Knowledge of technology used for training purposes or possess an interest in learning the technological methods used in training.
• Must possess a valid driver’s license.
• Excellent written and verbal communication skills.
• Familiarity with domestic and foreign travel destinations.
• Effective in team setting.
• Organizational skills, and excellent follow-thru skills and a high level of accountability.
• Ability to think on their feet and work independently.
• Strong communication and analytical skills.

Total Rewards

• Competitive total rewards package
• Medical, dental and vision benefits
• 401k match program
• Paid Holidays

Equal Employment Opportunity

We are proud to be an Equal Employment Opportunity and Affirmative Action employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or other legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law. If you would like to view a copy of our affirmative action plans, please contact us via email at recruitment@evertsair.com.