Administrative Associate

Purpose:

This position provides clerical, administrative, and bookkeeping support to management. As the first voice a caller hears, or the first face a visitor sees, this person provides the initial first impression.

Specific Duties and Responsibilities:

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Provide general administrative and clerical support to management including copying, scanning, mailing, faxing, work order review

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Maintain awareness of work in progress status and manage according to needs

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Answer incoming calls and handle customer inquiries as appropriate

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Generate work orders and associated documents in EBIS, Excel, and Word

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Complete aircraft log book entries; scan, file, mail as required

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Interact with customers and visitors in professional manner as necessary

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Receive and process incoming parts and supplies deliveries, verifying order accuracy

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Open, date stamp, sort, and distribute incoming correspondence

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Perform inventory management duties as necessary

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Obtain telephone and online quotes for parts and supplies as necessary

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Generate and process purchase orders for parts and supplies as necessary

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Generate outgoing shipments for parts core returns, warranty returns, tools, etc, and deliver packages to appropriate shipping carrier

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Process payables as necessary

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Process receivables as necessary

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Perform QuickBooks data entry as required

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Maintain office and shop supplies

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Maintain electronic and hard copy filing system

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Maintain blank forms supply

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Maintain stock inventory

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Manage tool / equipment calibration

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Perform AD research and AD report updates as necessary

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Run various company errands including, but not limited to post office, bank, office supply store, UPS, Fed Ex, restaurants

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Perform other duties as assigned

Qualifications / Skills Required:

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Bachelor degree preferred

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Proficient in MS Excel, Word, Outlook - QuickBooks a plus, but not required

Understanding of accounting / bookkeeping

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Ability to work in a fast paced environment

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Excellent written and verbal communication skills

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Ability to multi-task without error

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Ability to manage multiple projects with superb accuracy

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Exceptional customer service skills

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Excellent organizational and follow up skills

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Excellent mathematical and analytical skills

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Excellent reading comprehension

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Knowledge and understanding of general aviation – can be developed over time