Administration Officer

Your Opportunity

Your Responsibilities

• Actively participating in and complying with Jet Aviation policies and procedures, including workplace health and safety, environmental programs and the Aviation Safety Management System.
• Providing general office administration support, including directing telephone calls, coordinating visitor and base-pass access, preparing meeting minutes, filing and archiving, word processing, Excel data entry, PowerPoint presentations, general enquiries and monthly timesheet administration.
• Purchasing and maintaining records for general site requirements, including office supplies, staff amenities, uniforms and personal protective equipment, in accordance with company procedures and financial delegations.
• Ensuring employee time registration is entered and confirmed daily within the enterprise resource planning system.
• Completing time-critical fortnightly time-registration reconciliations to support accurate payroll reporting.
• Assisting the Human Resources Manager with recruitment and onboarding activities as required.
• Completing corporate credit-card coding and supporting the accurate allocation of expenses.
• Creating, managing and closing enterprise resource planning work orders.
• Maintaining local registers, including the asset, facilities key, postal and uniform registers.
• Coordinating local travel arrangements, including accommodation, hire cars, flights and expense claims, in accordance with company procedures, contract requirements and budget limitations.
• Supporting deployments and rescue activities in accordance with applicable contract guidelines and company procedures.
• Preparing customer quotations, invoices and detailed summaries in accordance with complex contract-pricing mechanisms, including indexation and monthly performance calculations.
• Processing internal invoicing between INTRA, INTER and intercompany groups, including aircraft-maintenance accruals and other special projects.
• Completing time-critical end-of-month finance and operational reporting for Directors, the Senior Vice President and Finance Manager.
• Processing supplier invoices accurately and within required timeframes.
• Managing confidential financial and contractual information within the company document-management system.
• Providing a high level of service to customers, contract stakeholders and internal business partners.
• Providing administration support across Government Programs departments during periods of leave or increased workload.
• Assisting the Government Programs PMO with contract administration and business-development activities as required.
• Identifying opportunities to improve administration processes, controls and procedures, and recommending practical solutions.

What will help you too Succeed

• Actively participating in and complying with Jet Aviation policies and procedures, including workplace health and safety, environmental programs and the Aviation Safety Management System.
• Providing general office administration support, including directing telephone calls, coordinating visitor and base-pass access, preparing meeting minutes, filing and archiving, word processing, Excel data entry, PowerPoint presentations, general enquiries and monthly timesheet administration.
• Purchasing and maintaining records for general site requirements, including office supplies, staff amenities, uniforms and personal protective equipment, in accordance with company procedures and financial delegations.
• Ensuring employee time registration is entered and confirmed daily within the enterprise resource planning system.
• Completing time-critical fortnightly time-registration reconciliations to support accurate payroll reporting.
• Assisting the Human Resources Manager with recruitment and onboarding activities as required.
• Completing corporate credit-card coding and supporting the accurate allocation of expenses.
• Creating, managing and closing enterprise resource planning work orders.
• Maintaining local registers, including the asset, facilities key, postal and uniform registers.
• Coordinating local travel arrangements, including accommodation, hire cars, flights and expense claims, in accordance with company procedures, contract requirements and budget limitations.
• Supporting deployments and rescue activities in accordance with applicable contract guidelines and company procedures.
• Preparing customer quotations, invoices and detailed summaries in accordance with complex contract-pricing mechanisms, including indexation and monthly performance calculations.
• Processing internal invoicing between INTRA, INTER and intercompany groups, including aircraft-maintenance accruals and other special projects.
• Completing time-critical end-of-month finance and operational reporting for Directors, the Senior Vice President and Finance Manager.
• Processing supplier invoices accurately and within required timeframes.
• Managing confidential financial and contractual information within the company document-management system.
• Providing a high level of service to customers, contract stakeholders and internal business partners.
• Providing administration support across Government Programs departments during periods of leave or increased workload.
• Assisting the Government Programs PMO with contract administration and business-development activities as required.
• Identifying opportunities to improve administration processes, controls and procedures, and recommending practical solutions.
• Experience in aviation, defence, government contracting or a highly regulated industry would be advantageous, but is not essential. 

Why Jet Aviation?

• A competitive salary package and employee benefits.
• Access to digital learning applications and professional-development resources.
• Discounts with more than 100 major retailers.
• An annual influenza vaccination program.
• Access to a global aviation network and long-term career opportunities.
• Wellness initiatives and learning programs.
• A values-based and ethical working environment.

How To Apply?

• Confirmation that you have the legal right to work in Australia and hold, or are eligible to obtain, the required ADF security clearance.
• A one- to two-page cover letter outlining how your experience aligns with the responsibilities and requirements of the role.
• An up-to-date copy of your CV.

Are you already a Jet Aviation Employee?

Pre-employment Requirements

• Pre-employment medical assessment, including functional-capacity assessment and drug-and-alcohol testing.
• National Police Check and/or Criminal History Check.
• Numeracy and literacy assessment.
• Computer skills assessment.
• Working with Children and Young People — Blue Card verification, where applicable.
• Right-to-work verification for Australia.
• Security-clearance requirements applicable to the role and work location.