Airport Administrative Assistant II

Airport Administrative Assistant II

Requirements

• High school diploma or equivalent
• Minimum of two (2) years of administrative or bookkeeping experience
• Proficient in Microsoft Office suite
• Must successfully pass a TSA-mandated 10-year background check to obtain and maintain airport security badge clearance.

Responsibilities

• Serve as the first point of contact for the department by professionally assisting walk-in customers and handling incoming telephone calls in coordination with other administrative staff.
• Act as the department’s credit card proxy, including scanning all receipts and submitting them to the appropriate supervisor for approval.
• Distribute monthly invoices via mail or email in a timely manner.
• Maintain and update both electronic and manual filing systems to ensure quick retrieval of departmental records.
• Organize and prioritize high volumes of documents, information, and communications.
• Support the Airport Strategy and Administrative Manager in maintaining lease agreement accuracy and updates.
• Administer the Uniform Contract by tracking inventory, managing employee uniform requests, and maintaining vendor communication.
• Maintain ledger sheets and issue collection notices for outstanding invoices.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist managers in scheduling interviews for potential new employees.
• Complete and submit daily Parking Report coversheets to Accounting via email.
• Order and manage office supplies and departmental resources, including items required for special projects.
• Maintain the PFC and CFC ledgers for reconciliation with the Accounting Department.
• Schedule and manage all conference room rentals and usage.
• Prepare and send outgoing departmental mail.
• Assist with supplier invoice processing, including data entry and filing.
• Prepare and distribute routine monthly reports via email.

Preferred Qualifications

• Excellent oral and written communications, organizational, and interpersonal skills.
• Ability to use standard office equipment such as computers, multifunction printers, and multiline phone systems.
• Typing speed of at least 40 words per minute is preferred, with demonstrated proficiency in spelling, grammar, and written communication.
• Skill in using software including Microsoft Office.
• Strong interpersonal skills with the ability to maintain effective and professional relationships with coworkers, vendors, and the public.
• Ability to always exercise mental alertness, sound judgment under pressure, and in an emergency.
• Ability to understand and manage complex or sensitive situations with discretion and sound judgment.