Administrative Assistant/Billing

Administrative Assistant/Billing

Requirements

• Must be at least 18 years old and possess an associate degree or equivalent from a two-year college or technical school; alternatively, two years of related experience and/or training.
• Demonstrated strong communication skills to interact professionally with team members and customers.
• Maintain knowledge of legal requirements and government reporting regulations affecting operations functions and ensure policies, procedures, and reporting are in compliance.
• Proficiency in computer applications, including MS Word, PowerPoint, Excel, and Outlook software.
• Be able to pass a drug screen and obtain airport security clearance, which includes an extensive employment, criminal record, and residence background check.

Responsibilities

• Perform general clerical duties, including data entry, filing, copying, and scanning.
• Manage calendars, schedule meetings, and coordinate appointments for staff and leadership.
• Prepare and edit documents, reports, presentations, and correspondence.
• Order office supplies and maintain inventory, ensuring the office remains organized and well-stocked.
• Answer and direct phone calls, take messages, and respond to emails in a professional manner.
• Serve as the primary point of contact for internal and external inquiries.
• Greeting and assisting visitors, ensuring a positive and professional experience.
• Assist in organizing meetings, including preparing agendas, coordinating materials, and taking minutes.
• Help plan and execute company events, workshops, and team activities.
• Maintain organized records of office files, documents, and other important information.
• Ensure data accuracy and confidentiality when handling sensitive materials.
• Support the creation and maintenance of databases, spreadsheets, and tracking systems.
• Coordinate office maintenance needs, liaising with vendors and service providers as required.
• Assist with travel arrangements, including booking flights, hotels, and transportation.
• Complete paperwork and forms connected with work assignments pertaining to procedures and enter data into company’s information system as required including international cargo documents handling and freight transfer manifest preparation.
• Follow company procedures and protocols to ensure we are always operating in a safe and responsible manner.
• Complete all training when required by company, airport governing authority, or customer when required.
• Be on time, be prepared, and be safe. Be willing to work flexible hours, including nights, weekends, and holidays.

Preferred Qualifications

• Organized, detail-oriented, and proactive with excellent time management and communication skills.