You will be responsible for providing accurate and responsive administration support across site operations, finance, contracts and employee services. Your responsibilities will include:
-
Actively participating in and complying with Jet Aviation policies and procedures, including workplace health and safety, environmental programs and the Aviation Safety Management System.
-
Providing general office administration support, including directing telephone calls, coordinating visitor and base-pass access, preparing meeting minutes, filing and archiving, word processing, Excel data entry, PowerPoint presentations, general enquiries and monthly timesheet administration.
-
Purchasing and maintaining records for general site requirements, including office supplies, staff amenities, uniforms and personal protective equipment, in accordance with company procedures and financial delegations.
-
Ensuring employee time registration is entered and confirmed daily within the enterprise resource planning system.
-
Completing time-critical fortnightly time-registration reconciliations to support accurate payroll reporting.
-
Assisting the Human Resources Manager with recruitment and onboarding activities as required.
-
Completing corporate credit-card coding and supporting the accurate allocation of expenses.
-
Creating, managing and closing enterprise resource planning work orders.
-
Maintaining local registers, including the asset, facilities key, postal and uniform registers.
-
Coordinating local travel arrangements, including accommodation, hire cars, flights and expense claims, in accordance with company procedures, contract requirements and budget limitations.
-
Supporting deployments and rescue activities in accordance with applicable contract guidelines and company procedures.
-
Preparing customer quotations, invoices and detailed summaries in accordance with complex contract-pricing mechanisms, including indexation and monthly performance calculations.
-
Processing internal invoicing between INTRA, INTER and intercompany groups, including aircraft-maintenance accruals and other special projects.
-
Completing time-critical end-of-month finance and operational reporting for Directors, the Senior Vice President and Finance Manager.
-
Processing supplier invoices accurately and within required timeframes.
-
Managing confidential financial and contractual information within the company document-management system.
-
Providing a high level of service to customers, contract stakeholders and internal business partners.
-
Providing administration support across Government Programs departments during periods of leave or increased workload.
-
Assisting the Government Programs PMO with contract administration and business-development activities as required.
-
Identifying opportunities to improve administration processes, controls and procedures, and recommending practical solutions.
-
Experience in aviation, defence, government contracting or a highly regulated industry would be advantageous, but is not essential.
