The Administrative Assistant for the Flight Department reports to the Flight Department Administrative Coordinator and is responsible to provide general support to members of the Flight team, executives, crewmembers and customers, perform accounting and recordkeeping duties and serve as a backup to the Administrative Coordinator as needed. This position will become familiar with the General Operations Manual and procedures, national and international regulations and standards, and the company aircraft. 

Essential Job Functions

1. Generates bills and invoices of flights to the appropriate customer.

2. Works closely with Accounts Receivable to reconcile credit card accounts and vendor accounts.

3. Records and bills end-of-month managed aircraft fixed costs and incidentals.

4. Runs reports monthly, quarterly, and annually for tax purposes.

5. Assists with scheduling travel for executives on their respective corporate aircraft or other lift alternatives (including charter).

6. Assists with providing the flight crew with the correct itinerary and passenger information.

7. Assists in maintaining and updating aircraft and crew schedules to ensure compliance with company and regulatory requirements.

8. Assists with coordinating aircraft handling and fueling with fixed base operators.

9. Assists with providing general support and customer service to flight crews, management, maintenance and passengers by scheduling ground transportation and accommodations as needed, and arranging catering needs.

10. Assists with maintaining a daily record of aircraft and crew available for operations.

11. Provides excellent customer service through emails, in-person communication, and phone calls to arrange flight details. At times, phone calls may be received outside of normal business hours.

12. Performs other duties as assigned by management

Job Specific Requirements

• Licenses/Certificates: Valid driver’s license and acceptable driving record required
• Attendance: Regularly scheduled attendance is required; abnormal hours may be required
• Physical: Routinely lifts 50 lbs.; reads small print; repetitive motion; tolerates standing, walking, bending, kneeling, stooping, crouching, crawling, climbing and sitting
• Environmental: Tolerates working in extreme temperatures and noisy environments; frequent high stress situations

Education and Experience

• High School education or equivalent required
• Experience using Microsoft software (Word, Excel, Power Point, etc.), or similar product, preferred
• Two years previous office administrative/clerical experience preferred
• Four years related customer service, scheduling or project coordination experience preferred

Available Benefits

• Moving is expensive and hard work! Relocation Assistance is available for those that qualify.
• Duncan offers a comprehensive Benefits Package (Medical, Dental, Vision, Vacation/Holiday) that is available to team members on day one.
• Plan for your medical needs with a Health Savings Account (employer and employee contributions).
• Save for your future through our 401(k) program where you can begin contributions within your first 45 days, 50% match on first 6% contributed
• Enjoy Duncan Aviation’s On-Site Fitness & Health Clinics at the MRO locations
• Take advantage of a variety of In-House Training opportunities, or use Tuition Assistance to further your education.
  
  

Duncan Aviation is an Equal Opportunity and Affirmative Action Employer. EOE Minorities/Females/Protected Veterans/Disabled