Office Administrator

1 week ago

Farnborough, Hampshire, United Kingdom FlightSafety International Full time

About FlightSafety International


FlightSafety International is the world's premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations.

The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories.

FlightSafety operates the world's largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom.


Purpose of Position:


The Office Administrator is an administrative position that will provide high-level coordination support for Center leaders and employees to ensure efficient and productive operations for on-site tasks and enterprise initiatives.

This position will also provide support for HR, Facilities, Safety & Compliance, and Customer Service administrative activities related to the daily operations of the Learning Center.


Tasks and Responsibilities:

  • Serve as a central liaison, point of contact, and administrative support partner for site leadership
  • Coordinate webcasts and video conferences to include internal and/or remote locations
  • Submit invoices to accounts payable after obtaining approval from the responsible manager
  • Coordinate employee recognition programs and events such as service anniversaries, ordering and distributing flowers/gifts, meals, and managing preflight meetings. Coordinate client/customer recognition programs such as Master Tech/Master Aviator or other FlightSafety award programs.
  • Prepare internal and external business documents/memos for employees and industry partners. Maintain and utilize Outlook calendars; schedule and organize meetings and conferences. Reserve travel arrangements and manage travel itineraries for center leadership as needed
  • Coordinate Center/site events and other functions assigned by the Center Manager or designated person for on and offsite locations
  • Serve as the local communications ambassador; take notes during meetings and send out meeting minutes or action items and manage local communication needs
  • Assist with new hire orientation which may include greeting new hires, preparing conference room, ordering name badges, parking passes, IT hardware, business cards and supporting system access requests
  • Manage badge access, key distribution and collection, and door rules for center
  • Database access, entry and administration, such as but not limited to; Assist HR with the I9 documentation and verification process;Maintain local personnel files; Coordinate DOT paperwork and complete data entry for the Safety Sensitive Duty program; Maintain the accident and injury internal portal;
  • Assist with Client training activities as needed; such as arranging Offsite training, client survey response coordination, arranging for Client transportation and other needs and ensuring IT support needs are met.
  • Act as coordination point of contact for the Safety team on all reporting
  • All other administrative duties as assigned

Minimum Education:

  • High school diploma or equivalency required; Bachelor's degree in business or related field preferred
  • State Notary public preferred

Minimum Experience:

  • Two (2) plus years of related experience such as administrative assistance, HR coordination, events management, customer service, etc.

Knowledge, Skills, Abilities:

  • Knowledge of principles and processes for providing administrative support and excellent customer service
  • Excellent verbal and written communication skills
  • Excellent interpersonal and customer service skills in a collaborative, serviceoriented and teambased environment
  • Project management skills, including strong attention to detail with the ability to organize and coordinate multiple activities of varying deadlines
  • Critical thinking skills and independent motivation; uses logic and reasoning to identify pros and cons of alternative solutions, conclusions, or approaches to problems
  • Excellent time management skills with the ability to prioritize tasks in fastpaced environment
  • Ability to maintain confidentiality and work with sensitive information
  • Proficient with Microsoft Office suite or related software, in particular Outlook, Word, Excel, and PowerPoint; MS Access, a plus

Physical Demands and Work Environment:

  • Ability to work extended workday or hours, including overtime.
  • Ability to work in a constant state of alertness and in a safe manner.
  • Occasionally lift and/or move up to 25 pounds.
  • Vision abilities including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus: in each case, as applied to viewing monitors, technical documents, diagrams, and reference materials.
  • While performing the duties of this job, the employee may work near moving mechanical parts. The employee ma

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