Office Administrator / Receptionist

About Us:

Slate Aviation is a leading provider of private charter services, specializing in VIP charter services. With a commitment to safety, exceptional service, and attention to detail, we cater to discerning travelers seeking a seamless and personalized flying experience.

Job Summary:

The Office Administrator / Receptionist is a pivotal role in our organization, responsible for providing a warm and professional welcome to our clients, visitors, and staff. The successful candidate will be a welcoming and professional representative of our company who takes pride in creating a positive experience for clients and visitors. This position also plays a crucial role in managing administrative tasks and ensuring the smooth operation of the office. This individual should demonstrate sound judgment, initiative, flexibility, and a strong commitment to maintaining the highest standards of service and professionalism.

Key Responsibilities:

Front Desk Reception

· Greet and welcome guests, clients, and visitors in a friendly and professional manner.

· Direct visitors to the appropriate person or department.

· Manage the company's main phone line, routing calls to the appropriate individuals.

· Maintain a tidy and organized reception area.

Administrative Support

· Handle incoming and outgoing mail, including courier services.

· Maintain and update records, files, and databases as needed.

· Assist with data entry, document preparation, and report generation.

· Order and maintain office supplies, ensuring availability for day-to-day operations.

· Assist with onboarding and offboarding tasks for transitioning employees.

Appointment Scheduling and Coordination

· Schedule appointments and meetings for staff members.

· Coordinate and maintain conference rooms reservations and schedules. Set up for meetings for staff.

· Send out reminders and manage any necessary changes to the schedule.

Visitor and Client Services

· Provide excellent customer service to clients, ensuring their needs are met promptly and professionally.

· Assist in organizing amenities and accommodations for charter clients as needed.

· Manage catering for client meetings – coordinating meal order and buffet style plating

Office Administration

· Oversee the day-to-day operations of the office, ensuring a clean and organized workspace.

· Liaise with building management for any facility-related issues or requests.

· Collaborate with other departments to ensure cross-functional efficiency.

· Maintain office inventory – paper, pens, beverages, etc.

Security, Access Control & Confidential Records Administration

· Ensure compliance with company policies and procedures.

· Promote a culture of safety and security within the office environment.

Create, maintain, deactivate various employee badging

Manage employee access to various company applications and systems, including activation, reactivation, modification, and deactivation as part of employee onboarding and offboarding processes.

Assist with maintaining and processing Pilot PRIA (Pilot Records Improvement Act) and drug/alcohol records and related documentation in accordance with applicable requirements and company procedures while maintaining strict confidentiality

Qualifications

· Associate’s degree preferred.

· Previous office administration/administrative assistant experience is required.

· Proven experience in a similar role, preferably in the aviation or travel industry.

· Excellent communication and interpersonal skills.

· Proficiency in using office software (e.g., Microsoft Office Suite).

· Strong organizational and multitasking abilities.

· Professional appearance and demeanor.

· Knowledge of basic office equipment and procedures.

Tri-State Charter is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Note: This job description is intended as a guide and may be subject to change based on the needs of the company.

Job Type: Full-time

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person