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About the Role

The Office Manager plays a vital role in ensuring the smooth operation of the office and administrative functions. This position entails overseeing administrative staff, managing office budgets, and ensuring the efficient organization of office operations and procedures. The Office Manager also coordinates with various departments to support overall catering operations, handling tasks such as billing, scheduling, procurement, and facilities management. Additionally, you will be involved in developing and implementing office policies and procedures to improve operational efficiency and effectiveness.

Responsibilities

Oversee overall office administration and operations
Manage and coordinate office activities to ensure efficiency and compliance with company policies
Assist and coordinate customer menu presentations
Ensure accurate billing, invoicing, provisioning, customer reconciliation, and vendor reconciliation related to billing/invoicing
Coordinate cycle changes
Prepare labor, overtime, and food cost reporting
Support month-end reporting, accrual tracking, and other financial close activities
Monitor provisioning accuracy and inventory control processes
Coordinate End of Month (EOM) product and equipment inventory par levels for local inventory and specific goods (supplies and services)
Maintain reporting dashboards and KPI reporting to support operational visibility
Develop and implement office policies and procedures
Organize and supervise administrative staff activities, including delegation of responsibilities
Handle office budgets, prepare financial reports, and control expenditures
Ensure smooth and adequate flow of information within the company to facilitate other business operations
Plan and coordinate office meetings and events
Manage schedules, records, and other documentation
Ensure security, integrity, and confidentiality of data and information
Monitor and maintain office supplies inventory, including placing orders as needed
Provide general support to visitors and handle customer inquiries
Address employees’ queries regarding office management issues
Assist in the development of office goals and objectives
Perform any additional duties assigned by management, such as company sponsored initiatives

Requirements

18 years of age or older
Must be legally authorized to work in the country of employment.
Minimum of 3 years of experience in office management or a similar leadership role
Proficiency in Microsoft Office Suite and knowledge of office management systems and procedures
Communicate effectively in English (reading, writing, speaking)
Ability to access and interpret information in print and electronically, including the use of electronic devices including IPads/Tablets, Computers, and Mobile Devices
Effectively communicate with colleagues and clients, both in-person and through electronic means
Pass a background check and drug screen
Eligibility to acquire needed credentials and clearances (FAA, RAIC, TSA, Port Authority, U.S. Customs and U.S. Postal- as applicable).
Airlines are 24/7, so we need our team members to be flexible to work various shifts including nights, weekends and holidays
Ability to lift up to 25 pounds
Ability to work in a lower temperature environment such as required for food refrigeration
Position is generally sedentary, sitting for long periods of time
May need to reach with arms and grasp with hands
May need to push, pull
May need to bend, stretch, squat, kneel
Exposure to moderate and at times high noise levels
Be able to hear and respond to the spoken voice and to audible alarms
Tasks may involve repetitive motions of the arms, wrists, hands and/or fingers
Specific vision abilities required for this job include: Close vision (clear vision at 20 inches or less); distance vision (clear vision at 20 feet or more); peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point); depth perception (three-dimensional vision, ability to judge distances and spatial relationships); ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

Skills

Microsoft Office Suite
Office management systems
Office management procedures
Effective communication
Billing
Invoicing
Customer reconciliation
Vendor reconciliation
Financial reporting
Inventory control
Procurement
Facilities management
Budget management
Scheduling
Data management

Experience Level

Minimum of 3 years of experience in office management or a similar leadership role

Salary/Compensations

Up to $75,000

About the Company

PrimeFlight Aviation Services, Inc. is proud to be an equal-opportunity employer.

Equal Opportunity

All applicants and employees are considered and evaluated for positions at PrimeFlight Aviation Service, Inc. without regard to race, ethnicity, religion, color, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state/province, and local laws.