Office Administrator

About FlightSafety InternationalFlightSafety International is the world's premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations. The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories. FlightSafety operates the world's largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom.Purpose of PositionThe Office Administrator is an administrative position that will provide high-level coordination support for Center leaders and employees to ensure efficient and productive operations for on-site tasks and enterprise initiatives. This position will also provide support for HR, Facilities, Safety and Compliance, and Customer Service administrative activities related to the daily operations of the Learning Center.Tasks and ResponsibilitiesServe as a central liaison, point of contact, and administrative support partner for site leadershipManage and coordinate general office duties and communications, including inbound and outbound calls and inquiries; handling mail and package delivery; reading and responding to emails; interfacing and escorting clients, vendors and visitors; filing; office supplies; etc.Coordinate webcasts and video conferences to include internal and/or remote locationsSubmit invoices to accounts payable after obtaining approval from the responsible managerCoordinate employee recognition programs and events such as service anniversaries, ordering and distributing flowers/gifts, meals, and managing preflight meetings.Coordinate client/customer recognition programs such as Master Tech/Master Aviator or other FlightSafety award programs.Prepare internal and external business documents/memos for employees and industry partners.Maintain and utilize Outlook calendars; schedule and organize meetings and conferences.Reserve travel arrangements and manage travel itineraries for center leadership as neededCoordinate Center/site events and other functions assigned by the Center Manager or designated person for on and off-site locationsServe as the local communications ambassador; take notes during meetings and send out meeting minutes or action items and manage local communication needsAssist with new hire orientation which may include greeting new hires, preparing conference room, ordering name badges, parking passes, IT hardware, business cards and supporting system access requestsManage badge access, key distribution and collection, and door rules for centerDatabase access, entry and administration, such as but not limited to;Assist HR with the I-9 documentation and verification process;Maintain local personnel files;Coordinate DOT paperwork and complete data entry for the Safety Sensitive Duty program;Maintain the accident and injury internal portal;Assist with Client training activities as needed; such as arranging Off-site training, client survey response coordination, arranging for Client transportation and other needs and ensuring IT support needs are met.Act as coordination point of contact for the Safety team on all reportingAll other administrative duties as assignedMinimum EducationHigh school diploma or equivalency required; Bachelor's degree in business or related field preferredState Notary public preferredMinimum ExperienceTwo (2) plus years of related experience such as administrative assistance, HR coordination, events management, customer service, etc.Knowledge, Skills, AbilitiesKnowledge of principles and processes for providing administrative support and excellent customer serviceExcellent verbal and written communication skillsExcellent inter