Administrative Assistant/Receptionist

Join One of Northern Alberta's Leading Aviation Companies

Adventure Aviation is seeking a highly organized, customer-focused, and motivated Administrative Assistant/Receptionist to support our growing flight training and aviation operations. This role is ideal for someone who enjoys working in a fast-paced environment, interacting with students, coordinating multiple tasks, and contributing to the success of a dynamic aviation team.

As the first point of contact for many of our students and customers, you will play a key role in delivering exceptional service while supporting flight training, student administration, sales, marketing, and office operations.

Key Responsibilities

Office & Facility Administration

• Maintain a clean, professional, and welcoming reception area and briefing rooms.
• Manage office, pantry, and student supply inventory.
• Coordinate supply purchases, including Amazon, Costco, Calgary Pilot Supply, and other vendors.
• Assist with light exterior maintenance around the office entrance, including snow and gravel management when required.
• Coordinate meeting refreshments and monthly staff meeting lunches.

Student Recruitment & Sales

• Follow up with prospective students through phone calls, emails, and text messaging.
• Maintain accurate records and notes within Monday.com.
• Manage and update student inquiry pipelines, active student records, waitlists, inbound students, and training program tracking.
• Promote Adventure Aviation's training programs and services to prospective students.
• Complete daily outreach and follow-up activities while maintaining excellent customer service standards.

Student Administration & Onboarding

• Facilitate student onboarding and enrollment processes.
• Ensure student files and required documentation are complete and accurate.
• Assist with international student inquiries and documentation.
• Support students with Alberta Student Aid, PAL applications, and other administrative requirements.
• Coordinate student housing and dormitory bookings.

Reception & Communication

• Answer incoming phone calls and direct inquiries appropriately.
• Monitor and respond to company emails professionally and promptly.
• Provide ongoing support and communication to current and prospective students.
• Monitor instructor inquiry emails and coordinate responses as required.

Financial & Administrative Support

• Prepare invoices and process student payments using QuickBooks and a POS terminal.
• Reconcile Daily Flight Reports (DFRs) and verify journey log entries.
• Track and update operational KPIs and reporting metrics.
• Assist with FedEx shipments and student application packages.

Scheduling & Events

• Coordinate school tours, events, and student visits.
• Assist with event planning and scheduling.
• Ensure all tours and events are professionally organized and approved by management.
• Manage flight schedules with Students and Instructors

Qualifications

• Strong communication and customer service skills.
• Professional phone and email etiquette.
• Excellent organizational and time-management abilities.
• Ability to work independently and manage multiple priorities.
• Experience with Microsoft Office, Google Workspace, and CRM systems is considered an asset.
• Experience with QuickBooks, Monday.com, or similar software is preferred.
• Previous administrative, customer service, sales, or aviation experience is an asset but not required.

What We're Looking For

• Positive attitude and strong work ethic.
• Detail-oriented and highly organized.
• Comfortable making outbound calls and following up with leads.
• Able to work effectively in a team environment.
• Professional appearance and communication skills.
• Passion for helping students achieve their aviation goals.

Additional duties and responsibilities may be assigned as operational requirements evolve. Training will be provided where necessary.

Compensation

• Competitive hourly wage based on experience.
• Full-time position (8-hour shifts, Monday to Friday).
• Opportunity for advancement within a growing aviation organization.

Apply Today

If you are organized, customer-focused, and excited about being part of a growing aviation company, we'd love to hear from you.

Please submit your resume and cover letter to:

[email protected]

Adventure Aviation
11021 123 Street
Grande Prairie, AB

Pay: $23.00-$26.00 per hour

Expected hours: 40.0 per week

Benefits:

• Extended health care

Work Location: In person