Office Administrator/ Junior Office Manager

Company Description

Air Charter Service was established in 1990 in the basement of our chairman’s home. Not only do we offer aircraft charters in the private, group and cargo sectors, but also further services such as on-board couriers, holiday packages and concierge services. We’re not just the largest charter brokerage in the world, but also the largest charter family, holding those same values that started this business at the core of everything we do.

Job Description

Administration

• Co-ordinate, organise and implement meetings on behalf of the team, including production and organisation of any paperwork, minute-taking as required, and dissemination to other meeting attendees.&xa0;
• Type meeting notes for the Director and complete any research, data collection or information required as a result of these meetings.
• Research optimum travel prices for Brokers’ travel requirements, produce Travel Request Forms and book travel as required.
• Produce travel itinerary for the Brokers including required documentation in travel pack.
• Liaising with car and hotel companies, ensuring the ACS receives the best travel prices.
• Print, organise and file Group Board documents (including sensitive information, regarding which discretion is essential) for the Director.
• Diarise and prepare for visits to ACS by suppliers, customers, or interviewees, greet and welcome guests on arrival and introduce the visitor(s) to appropriate employee(s).
• Cover the telephones and pick up calls if no-one is available to answer the telephone (e.g. if everyone is already busy on the phone).
• Maintain general tidiness and smart appearance of the office and meeting room.
• Ensure stationery/marketing cupboards are kept fully stocked.
• Sending out marketing to new customers on behalf of the brokers in SYD and BNE.
• Manage meeting room diary.
• Ensure office supplies are stocked, across both offices.
• Collect and file flight files.
• Open and distribute post to the relevant recipient.
• Send Activity Reports to HQ in London.
• Oversee the co-ordination charity, Christmas, and quarterly events for ACS offices.&xa0;

Human Resources

• Raise Purchase Orders for vacancy postings and send to Human Resources.
• Manage CV’s that are sent to ACS via the Careers Inbox from websites and in the post, daily.
• Telephone screen candidates in a timely manner.
• Regret candidates who are not suitable in a timely manner.

• Coordinate and organise interviews between Directors and Human Resources, including calendar invitations, booking rooms, IT set up, CV & screening notes printed off prior to interview.
• Collect all documents back from new employees as soon as possible and send copies to Human Resources in a prompt and timely manner.
• Obtain photograph of new employees prior to starting (or on their first day if it has not been possible to obtain one before) and send to Human Resources.
• Conduct Health & Safety Induction for all new employees on first day.
• Liaise with relevant company re: medical etc. applicable to local law.
• Create new employee files and maintain files in line with the HR file audit.
• Work alongside Human Resources with keeping a tracker of the file audit for the employees and submit this to HR each quarter.
• Record holiday & sickness using trackers provided by Human Resources
• Keep the Human Resources team up to date with any information which you feel they should be aware of.

IT

• Resolve computer problems assisted by IT Singapore.
• Assessing with IT if system needs upgrading.
• Relay any pertinent computer issues to IT in Singapore.

Finance

• Enter Invoices from Accounts.
• Print Invoices & post.
• Monthly credit card reconciliations. &xa0;

Other

• To complete any reasonable instruction from a more senior person.
• This should not be regarded as an exhaustive list of duties and the job description may be amended from time to time.
• Deal with day-to-day office building queries and arrange maintenance or repairs where appropriate, with reference to Country Manager for approval where necessary.
• Regular liaison with service providers.
• Manage Health and Safety in the office to comply with local legislation.
• Manage office supplies and purchase within budget agreed by Country Manager.

Additional Information

WHAT IS IN IT FOR YOU

• Competitive salary
• 20 days holiday per year, which increases with length of service
• Additional paid leave for wedding, moving house, holiday shopping and more
• Private healthcare and pension
• Career development opportunities
• A friendly, fun and exciting environment surrounded by some of the best in the industry

Check us out on social media!&xa0;&xa0;-&xa0;Facebook&xa0;-&xa0;Instagram&xa0;-&xa0;TikTok&xa0;-&xa0;Twitter&xa0;-&xa0;Youtube - LinkedIn

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Qualifications

• Minimum 2 years' experience in office administration 
• A hard-working team player
• Excellent attention to details
• Exceptional communication skills
• A high sense of urgency 
• Fluency in English
• Ability to thrive working under pressure
• Preferred but not essential, degree in Business Administration or relevant disciplines