Office Administrator/Receptionist

Position Summary

Aerotar Aviation is seeking a professional and organized Office Administrator / Receptionist to manage front desk operations and support daily administrative activities. This role is responsible for greeting visitors, answering phones, handling document control tasks, maintaining organized filing systems, and ensuring important office deadlines and renewals are tracked and completed on time.

The ideal candidate is friendly, detail-oriented, dependable, and able to manage multiple administrative tasks in a fast-paced aviation environment.

Key ResponsibilitiesFront Desk & Reception

• Greet customers, vendors, delivery personnel, and visitors in a professional manner.
• Answer and direct incoming phone calls and emails.
• Receive, sort, and distribute mail and packages.
• Maintain a clean, organized, and welcoming reception area.

Administrative & Office Support

• Scan, photocopy, print, and organize company documents.
• File documents accurately in the appropriate physical and electronic folders.
• Maintain organized filing systems for customers, vendors, employees, accounting, quality, and operational records.
• Prepare folders, labels, and paperwork for office and production needs.
• Order and maintain office supplies and coordinate basic office needs.

Document Control & Organization

• Scan incoming and existing documents into the company’s digital filing system.
• Ensure documents are saved in the correct electronic folders and are easily retrievable.
• Maintain confidentiality and proper organization of company records.
• Assist with archiving and retention of office documents.

Deadline & Office Calendar Management

• Track and monitor important company due dates, including:
• Business licenses and permits
• Insurance renewals
• Vehicle registrations
• Vendor documents and certificates
• Employee birthdays, anniversaries, and office events
• Send reminders and follow up with management to ensure renewals and deadlines are completed on time.

General Office Support

• Assist management and staff with general administrative tasks.
• Schedule meetings and help coordinate conference room use.
• Support HR and accounting departments with basic clerical tasks as needed.
• Contribute to a positive, organized, and efficient office environment.

Qualifications

• High school diploma or equivalent.
• 1–3 years of receptionist, office administration, or clerical experience preferred.
• Strong organizational and multitasking skills.
• Excellent customer service and communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Ability to maintain confidentiality and handle sensitive information professionally.

Ideal Candidate

• Friendly and professional with a positive attitude.
• Highly organized and detail-oriented.
• Dependable and proactive in following through on tasks and deadlines.
• Comfortable working independently and supporting multiple departments.

Benefits

• Paid Holidays
• Paid Vacation
• Mid-Year Performance-Based Bonus Opportunities
• End-of-Year Company Bonus
• Company Paid Corporate Retreat
• Employee Team-Building Activities
• Opportunity to grow within an FAA-Certified Aviation Company

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• Paid time off
• Professional development assistance
• Referral program

Work Location: In person