Administrative Support Specialist

7 days ago


Westminster, Maryland, United States Skytech Inc. Full time
Job Description

Job Summary:

Skytech Inc. is a leading provider of general aviation services, specializing in sales, service, and management of high-end aircraft. We are seeking a highly organized and detail-oriented Business Operations Coordinator to support our service and warranty processes.

Key Responsibilities:

  • Morning Daily Reports: Prepare and send daily reports to the Accounting Manager, including WIP, Inventory Activity, and Waiting 3-Way Match reports.
  • Maintain and Update Databases: Update maintenance schedules with aircraft work due, update aircraft and customer information in Splendid, TFBO, and Corridor, and update warranty information in Splendid.
  • Prepare Quotes: Ensure all labor, parts, and services are priced on the estimate, send completed estimates to customers and collect approvals, collect, track, and apply deposits as necessary, and forward estimate approvals and denials to appropriate parties.
  • Closing Work Orders and Billing: Close work orders in a timely manner, proofread for errors, account for all parts and additional charges, update spreadsheets and Splendid, and send completed work orders to customers and collect payments.
  • Warranty Work Orders: Check warranty status of aircraft prior to closing warranty, ensure proper vendor billing with allowed amounts for each claim, gather all warranty parts/freight invoices and other documents into the work order folder, and work with the Warranty Specialist to obtain warranty consideration or answer any questions.
  • Service Department and OTC Receivables: Track receivables, contact customers for payments outstanding over 15 days.
  • Month-End Duties: Close all work orders for the month, check closing documents for accuracy, and work with the manager to review budgets and open work orders and final numbers.
  • Timecard Management: Add new maintenance department employees into Corridor, add holidays into Corridor accordingly, and review technicians' timecards for accuracy and submit on Mondays.
  • Miscellaneous Service Department Administrative Duties: Assist customers with special requests, scheduling, and billing questions as needed, take payments and deposits when CSR is unavailable, schedule maintenance technician trainings and handle travel arrangements, serve as backup to Business/Warranty Admin and Warranty Specialist at alternate locations as needed, and regularly check and restock office supply cabinet.
  • Department Events: Organize maintenance department events, cookouts, lunches, birthdays, etc.
  • Other Duties as Assigned:

Qualifications:

Requirements:

  • Strong computer literacy.
  • Experience with billing and administrative tasks.
  • Excellent writing and communication skills.
  • Ability to multi-task and manage time effectively.
  • Attention to detail and accuracy.

Benefits:

Full-time employees are eligible for health, dental, and vision insurance with an employer contribution. Employer-paid Life, Short Term disability, Long Term disability insurances and a 401k retirement plan including a profit share match. For those interested in advancing their aviation career, Skytech offers a club plane which is available for employee use at a deeply discounted fee per hour. Additionally, a tuition reimbursement benefit is available after one year of employment, for participation in a qualified education program.



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