Office Manager/Flight Operations Admin Support - Coulson Group

ABOUT COULSON AVIATION

Coulson Aviation is a global aerial firefighting company that operates in Canada, the USA, Australia, and South America.

Coulson Aviation operates with a fleet of large aerial firefighting aircraft consisting of both fixed-wing and rotary-wing aircraft. With our fleet, we can run rapid aerial fire suppression, including initial attack and extended attack protocols.

Coulson Aviation is a part of the Coulson Group of companies. We are a growing organization that has been in business for 63 years.

WHAT WE’RE LOOKING FOR:

The Office Manager/Flight Operations Admin Support employee has duties and responsibilities include managing the office day-to-day needs and providing administrative support to ensure the efficient operation of the flight operations department, office, and hanger. This role supports managers and team members through a variety of tasks related to the organization and communication. This position is responsible for confidential and time-sensitive material and is responsible for ensuring confidentiality at all times.

PRIMARY DUTIES:

Flight Operation Tasks - Construct, extract, and analyze flight reports on behalf of the aircraft currently operating and share them in reports with the executive team. Expand traceability, oversight, and transparency using paper files, and Air Maestro. Maintain Flight Ops Air Maestro system so it is accurate and up to date. Compile the necessary information to create the locator report. This position is the point of contact for Pilots, serving as a Notary of Republic for the State of California and traveling when needed to support the flight operations management team.

Hangar Operation Tasks - Point of contact between airport FBO and hangar, point of contact between outside vendors and hangar, coordinate hangar cleaning, waste disposal and other services, order/manage hangar supplies. Address miscellaneous hangar issues – appliance repairs, etc.

General Administration - Provides administrative support to ensure efficient operation of the office and attends meetings, takes meeting minutes, and generates subsequent memos as needed. You will be expected to perform administrative duties such as filing, typing, copying, binding, scanning, etc. Assist IT with Verizon SIM card and iPad administration. Responsible for ordering flight suits and name tags as well as other needs for the flight department.

General Office Management - You will coordinate with all relevant onsite managers to understand their current and future needs as it relates to maintaining an organized stocked office. This role is expected to manage and maintain necessary office supplies such as printer paper, spare binders, and pens as well as relevant shipping and receiving, distributing mail, bookkeeping, airport security badging facilitator, billing, managing contracts for hanger operations and contractors, and timekeeping of office hourly employees.

Employee Coordination - Maintains appointment schedules and calendars for the Director of Operations, Chief Pilots, and other staff as needed.

Other General Expectations - This role is expected to exhibit polite and professional communication via phone, e-mail, video conference, and in person. The position also helps coordinate and oversee all outside training for department personnel to ensure adherence to required mandates for training.

KEY REQUIREMENTS:

• 3-5 years of admin experience, with 1-2 years of office management experience preferred.
• Aviation experience of any kind is helpful.

• Experience in a role with competing priorities where multi-tasking is a must.

• Must be able to collect, maintain, distribute, and organize information in an efficient manner that can be presented to leadership as requested.

• Must be proficient in Microsoft Office, high degree of knowledge in Word, Adobe and Excel.

• Ability to type a minimum of thirty-five words per minute.

• Ability to meet required scheduling deadlines and maintain necessary workflow.

• Present a courteous and professional demeanor.

• Able to lift up to 50 lbs.

BENEFITS:

• $28-32/hour
• Company paid benefits and a 5% matching 401K plan.

We support diversity, equity, and a workplace that is free from harassment and discrimination. We are committed to providing accommodation for people with disabilities. If you require accommodation through any element of the job application process, please notify us and we will collaborate with you to meet your needs.