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HR and Office Assistant

4 months ago

Mesa, United States KP Aviation, LLC Full time
Job DescriptionJob Description

KP Aviation, an international supplier and procurer of aftermarket aviation components and assets, is searching for the next key member of our team The HR and Office Assistant acts as the intermediary between the company, its clients, and internal stakeholders, ensuring effective communication and collaboration. They function as the eyes and ears of the office, disseminating information, addressing inquiries, and fulfilling requests. By implementing preventive maintenance measures, they guarantee the efficient utilization of office resources, including equipment, supplies, and inventory. Exemplifying professionalism and courtesy, they leave a lasting impression and contribute to the organization's reputable image. In addition to managing reception duties, they provide comprehensive administrative support, encompassing tasks like scheduling meetings, making travel arrangements, and assisting HR functions.

Your role will take you to new heights, as you will be tasked with these essential job responsibilities:

  • Welcomes visitors and addresses their inquiries or concerns promptly.
  • Manages security and telecommunications systems effectively.
  • Handles queries and complaints via phone, email, and general correspondence.
  • Manages meeting room availability efficiently.
  • Receives, sorts, distributes, and dispatches daily mail promptly.
  • Handles document processing, forms creation, and online filing management system.
  • Records and maintains office expenses accurately.
  • Makes travel arrangements and maintains travel preferences and current documents.
  • Assists in the coordination of internal and external events seamlessly.
  • Manages office inventory, including stationery, equipment, and furniture.
  • Communicates with office services like cleaners and maintenance providers.
  • Assists the HR team with recruitment and onboarding through scheduling and communication with applicants.
  • Maintains safety and hygiene standards throughout the office.
  • Provides administrative support to ensure efficient office operations.
  • Maintains physical and digital filing systems effectively.
  • Answers phone calls, schedules appointments, and assists visitors and clients.
  • Responds to emails and other digital correspondence promptly.
  • Manages calendars for senior staff and makes travel arrangements.
  • Drafts and edits letters, reports, and other documents accurately.
  • Inputs and updates information in databases and spreadsheets efficiently.
  • Prepares meeting agendas and takes accurate meeting minutes.
  • Coordinates logistics for meetings, including room setup and catering.
  • Utilizes word processing and presentation software proficiently.
  • Operates and maintains office equipment, ensuring proper functionality.
  • Conducts research and compiles information for reports or presentations.
  • Collaborates with staff and supports colleagues as needed.
  • Handles sensitive information with discretion and maintains confidentiality.
  • Ensures deadlines are met and adapts to changing priorities effectively.
  • Always presents a positive and professional image for the organization.
  • Perform other related duties as assigned.

To succeed in this role, you will need to have:

·         Excellent verbal communication skills

·         Proficient in telephone communication etiquette

·         Proficient in Microsoft Word, Forms, and Excel

·         Organized and resourceful

·         Customer-focused with strong emphasis on satisfaction

·         Active listener, able to understand and address needs effectively.

·         Adept at prioritizing, scheduling, and multitasking efficiently.

·         Ability to operate and troubleshoot office equipment (e.g., telephone system, printer, fax machine)

·         Fast and eager learner, adaptable to new systems and processes

·         Digital literacy and research skills, including assessing information reliability.

·         Familiarity with Microsoft Office and QuickBooks

·         Proficient in data management and entry, enhancing filing systems.

·         Accurate record keeping abilities.

·         Strong written communication skills

·         Effective time management and multitasking capabilities

·         Organizational skills for maintaining efficiency.

·         Attention to detail and commitment to accuracy.

·         Proficient in supply management and inventory control

·         Interpersonal skills with a professional and courteous demeanor

·         Ability to manage tense situations and diffuse conflicts.

·         Thrives under pressure with adeptness at meeting deadlines.

·         Proactive approach to problem-solving and process improvement

·         Capable of working independently and collaboratively

·         Skilled in event planning and coordination

We significantly value our employees and believe in compensating each with a substantial benefits and compensation package including:

  • Generous Medical, Dental, Vision, Life and Short-Term Disability coverage (Employer pays 100% of employee premiums)
  • 401(k) Plan with Employer Contribution
  • Profit Sharing and Bonus opportunities
  • Voluntary ancillary plans including Life Insurance, Accident and Hospital coverage
  • Paid Time Off and Paid Holidays