HVN - Office Administrator

2 months ago

East Haven, United States Avports LLC Full time
Job DescriptionJob Description

POSITION: HVN Office Administrator

REPORTS TO: Airport Manager/Finance Manager

LOCATION: New Haven, CT

AIRPORT: Tweed New Haven Airport (HVN)

ORGANIZATIONAL OVERVIEW:

Avports HVN, Tweed New Haven Airport Authority and The New HVN have formed a unique comprehensive public private partnership to develop, build, finance, maintain and operate the Tweed New Haven Airport. The New HVN will improve infrastructure, prioritize safety and security, evolve the passenger experience, strive to exceed guest and neighbor expectations, deliver economic benefits to the region, and focus on sustainability and environmental impacts as our commitment to a better future at HVN.

POSITION SUMMARY:

The Office Administrator will play a critical role in supporting the local HVN management team performing a variety of complex and comprehensive professional-level work in HR, payroll and accounting functions, and general administrative tasks. The selected candidate will excel working in a fast-paced, team-oriented environment, and possess a skillset that allows them to work independently. With a focus on providing excellent support and service to company employees/co-workers and airport stakeholders, this position requires high-energy, coupled with a positive approach to solving daily challenges. The Office Administrator will report directly to the Airport Manager for all duties related to HR and general office duties, and to the Finance/Accounting Manager for all accounting responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Human Resources

  • Administer site policies and procedures in coordination with the Airport Manager.
  • Communicate and coordinate on personnel matters, including discipline and legal issues.
  • Prepare and process bi-weekly payroll and employee paperwork (new hires, changes, terminations).
  • Maintain and safeguard personnel records.
  • Coordinate annual benefits open enrollment process.
  • Lead training sessions on HR-related topics.
  • Assist with recruitment, job postings, and the interview process.
  • Support Managers with performance appraisals and adherence to HVN and Authority procedures.
  • Other duties as assigned.

Office Administration

  • Manage the office supply inventory, employee uniforms, and company issued equipment.
  • Answer and screen telephone calls, respond to inquiries, greet visitors, and take messages.
  • Prepare various types of documents from clean copy or rough drafts.
  • Handle incoming and outgoing mail.
  • Maintain airport documents and file.
  • Assist with coordination of meetings, special events, and managing office logistics.
  • Other duties as assigned.

Accounting Support

  • Provide financial reporting and record-keeping.
  • Review and process check requests and purchase orders.
  • Track, prepare, and issue annual 1099 statements.
  • Review and reconcile monthly bank statements.
  • Audit payroll tax reports and handle payroll transactions.
  • Troubleshoot payroll issues with managers.
  • Ensure adherence to HVN policies and guidelines.
  • Prepare year-end W-2s.
  • Identify cost-saving measures related to purchasing.
  • Support the Finance Manager with cash management and revenue tasks.
  • Assist with ad-hoc accounting projects, including the annual budget process.
  • Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must meet the essential duties and responsibilities satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and Experience: Associate’s or Bachelor’s degree in business administration, human resources, or a related field, with minimum of 2 - 3 years experience in accounting, payroll, and HR required. Proficiency in ADP, computer-based accounting software and Microsoft Office Suite.
  • Language Skills: Ability to read, comprehend, and write instructions and correspondence. Ability to effectively present information.
  • Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, and percentages.
  • Reasoning Ability: Ability to apply common sense to carry out instructions and deal with problems involving several variables.

PHYSICAL DEMANDS:

The physical demands described are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made for individuals with disabilities.

  • Regularly required to talk, hear, stand, walk, sit, use hands to finger, handle or feel, and reach with hands and arms.
  • Occasionally required to stoop, kneel, or crouch.
  • Must occasionally lift and/or move 30 pounds.
  • Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EOE DFWP

I hereby acknowledge that I have received and read this Job Description and understand that I should consult the Human Resources Department or management regarding any questions about this position or duties reflected above.

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