Position: OFFICE MANAGER

Plane Sciences and AIRINC with 30 employees are world leaders in advancing aviation safety and improving operational efficiency using innovative technology. We are experienced subject-matter experts in flight data analysis technologies for accident investigation, accident prevention and operational efficiency and FDR and CVR analysis.

 

The OFFICE MANAGER at Plane Sciences and AIRINC is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to the executive team.

 

Duties:

  • Present a professional, welcoming first contact to all clients, vendors, staff etc. – by phone, in person, and email. Responsibility for development & implementation of efficient office systems

  • Responsible for organizational functions and general meeting support: including arranging and maintaining office space schedules, securing food and supplies, copying, scanning + faxing

  • Maintain a current up-to-date Master database

  • Maintain up-to-date listing of all contacts

  • Assist with planning and organizing events such as training courses, Users Conference, etc.

  • Provide support for teams: staff travel arrangements and expense tracking, program and stipend supplies, etc.

  • Provide support for Marketing/Communications; maintain a mailing list, assist with mailings and packets, web updating, conference supplies

  • HR Administration: employment contracts, medical benefit administration, coordination with Finance on all payroll matters

  • Provide support for finance: monitoring timesheets, providing essential documents, reconciling monthly VISA bill

  • Responsible for taking minutes at any meetings where required

  • Responsible for managing office and kitchen supplies, maintenance of storage areas

  • Responsible for incoming and outgoing mail

  • Assist with shipping and receiving

  • Responsible for keeping office equipment maintained

  • Responsible for maintenance of common spaces for appearance and functionality

 

Executive Support:

  • Track and help manage calendars, assist with a meeting set up and other duties as assigned

  • Assist with staff communications (mailings, meeting support, catering)

  • Research topics and prepare memos for background

  • Complete travel claims when necessary

  • Notify of any bill payments or current membership payment due dates

 

Qualifications:

  • Superior Microsoft Office skills including spreadsheets, word processing, e-mail, web are essential

  • Proactive, helpful, can-do attitude

  • Flexibility to adjust to a dynamic work environment

  • Excellent organizational and time management skills

  • Able to work independently and interdependently, welcoming to the public

  • Experience with Sage 50 would be an asset

  • 5 years minimum office experience

Salary Range

  • $50,000 - $60,000

Work Hours

  • In office, Monday to Friday: 8:30 am to 4:30 pm

Please forward resume and cover letter to finance@planesciences.com

 

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