Administrative Assistant

Position Summary

This position will be responsible to complete all administrative support function coverage for FBO and ensuring timely Billing process to FBO customers. As a recommended secondary role to cover the current FBO Admin staff.

Main Responsibilities

• Participate in the Safety & Quality Management System in accordance to the safety and quality policy and be pro-actively involved in a positive safety culture environment
• Identify and report potential hazards and near misses as well as occurrences as required by the reporting system
• Conduct all work in accordance with Jet Aviation’s Policies, Manuals and Procedures
• Maintain records, Staff monthly attendance report via Biometric system and other records (if any).
• Carry out word processing and data inputting duties as required, producing and recording information, filing, scan and photocopy.
• Assist with arrangements for briefing/meeting, take minutes and keep notes.
• Assisting Quality and Safety Engineer in maintaining and updating staff training records.
• Ensure all FBO personnel to read and sign all the notices at all times (in-house and external).
• Maintain up to date records of Fixed Base Operations staff airside licenses.
• To assist Customer Care Officer at reception counter as and when required.

FBO Finance Duties:

• Maintain good relations with customers and all 3rd party vendors.
• Ability to work alone in a high pressure, constantly changing environment.
• Draft FBO related invoices for review and issuance.
• Verify and input accurate information in FBO system.
• Ability to verify and collate all 3rd party documents.
• Follow up billing for additional cost and rebill to customer.
• Prepare and present daily, weekly and monthly reports for the department.
• Issue tenant rental invoices.
• Issue credit notes.
• Prepare FBO costing and monthly financial report.
• Compute Commission Rebate schedule.
• Invoice Filing for FBO.
• To perform all statistical/data submission requirements from HQ/Management pertaining to FBO.
• To perform input of Journal Entries for FBO month end closing.
• Perform any other work and duties as directed by supervisor

Minimum Requirements

• At least 2 years’ experience in administrative duties and some billing experience is preferred.
• Able to work under pressure to meet various reporting deadlines and work independently
• Good knowledge of the general FBO functions.
• Minimum diploma qualifications
• Good working knowledge of Microsoft Excel
• Good verbal and written communication skills

Desired Characteristics

• Work experience in the aviation industry or a related field (e.g. hospitality) would be an advantage
• Ability to work calmly and effectively under pressure
• Excellent communications, customer service and people skills
• Results driven – able to execute with high personal accountability
• Strong initiative and self-direction
• Strong personal values corresponding with Jet Aviation values (Trust, Honesty, Alignment, Transparency)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment

The employee must be able to work in both a heavy maintenance environment and in upscale customer areas. The noise level in the work environment is usually moderate with occasional high volume when aircrafts arrive/depart. The employee is frequently exposed to vibration. Occasional fuel fumes may permeate the workplace. Employee must be willing and able to work in all types of weather conditions. The noise level in the work environment is usually loud. The Hangar environment may be extreme hot and cold during certain seasons of the year.