Secretary/Administrative Assistant ( hybrid - remote )

Administrative Assistant / Secretary (Hybrid Remote)

PMX Aviation Services LLC
Kailua-Kona, Hawaii

Applicants must reside in the Greater Kailua-Kona area.

Compensation

$45,000 - $65,000 per year, depending on experience

Benefits Include: 30 Days PTO Annually Effective Upon Date of Hire, Hybrid Work Schedule, Professional Development Opportunities, and Additional Production Support Compensation Opportunities.

Benefits

• Thirty (30) Days of Paid Time Off (PTO) Per Year Effective Immediately Upon Date of Hire – No Waiting Period
• Flexible hybrid work environment
• Professional development opportunities
• Additional compensation opportunities through production support assignments

PMX Aviation Services believes in maintaining a healthy work-life balance and provides thirty (30) days of PTO annually to all full-time employees effective from their date of hire.

About PMX Aviation Services

PMX Aviation Services LLC is Hawaii's premier aircraft maintenance and AOG (Aircraft On Ground) support provider. We provide rapid-response maintenance services throughout Hawaii and the Pacific region and support a diverse customer base including business aviation operators, charter operators, aircraft owners, and corporate flight departments.

Our customer base spans North America, South America, Europe, Asia, Australia, and the Pacific Islands. In addition to our Hawaii-based team, PMX Aviation Services maintains support staff located in Southeast Asia, allowing us to provide expanded operational coverage and customer support across multiple time zones.

As a result, our employees routinely interact with customers, vendors, subcontractors, and coworkers from a wide variety of cultural, professional, and linguistic backgrounds. The ability to communicate professionally and effectively with people from diverse backgrounds and across multiple time zones is highly valued within our organization.

We are seeking a highly organized and detail-oriented Administrative Assistant/Secretary to support our growing operation. The ideal candidate will possess strong administrative experience, excellent organizational skills, and the ability to manage multiple projects simultaneously in a fast-paced aviation environment.

Position Summary

The Administrative Assistant will report directly to the Office Manager and play a critical role in supporting daily business operations. This position requires a highly organized individual capable of managing administrative processes across multiple airports and islands while ensuring compliance with various airport, vehicle, and company requirements.

Additional Operational Responsibilities

While this position is primarily administrative in nature, PMX Aviation Services is a rapidly growing aviation services company providing aircraft maintenance, AOG support, and aviation logistics services throughout Hawaii and the Pacific region.

As such, the successful candidate may occasionally be asked to assist with operational and production-related activities in support of aircraft maintenance operations, logistics, inventory management, equipment staging, parts receiving, and other field support functions.

Because the position may involve periodic participation in operational activities conducted in airport environments and around aircraft, vehicles, and ground support equipment, this position is considered safety-sensitive.

The candidate must be capable of working safely in and around active airport operations areas and complying with all company, airport, and regulatory safety requirements.

Responsibilities

Airport Security Badge Administration

• Serve as the company's designated badging signatory for airport security programs.
• Complete and submit employee SIDA (Security Identification Display Area) badge applications and renewals.
• Coordinate airport badging requirements across Oahu, Maui, Kauai, and Hawaii Island.
• Process and maintain Airport Operations Area (AOA) vehicle permit and sticker applications.
• Maintain employee and vehicle access records and ensure compliance with airport requirements.

Fleet Administration

• Track registration, insurance, safety inspections, and maintenance schedules for a fleet of approximately 15 company vehicles located across five Hawaiian Islands.
• Coordinate maintenance and repair appointments with vendors.
• Maintain fleet compliance records and reporting.

Financial Administration

• Audit employee expenses using Expensify.
• Review and reconcile employee expenses against work orders and company credit card statements.
• Analyze and maintain expense tracking spreadsheets using Microsoft Excel.
• Assist management with reporting and administrative accounting tasks.

Travel Coordination

• Arrange employee travel accommodations, including hotels, rental vehicles, and airline reservations.
• Coordinate logistics for technicians traveling throughout Hawaii and the Pacific region.
• Ensure cost-effective travel arrangements while meeting operational requirements.

Accounts Receivable Support

• Follow up with customers regarding outstanding invoices.
• Assist with collections efforts and payment status tracking.
• Maintain accurate customer account records.
• Coordinate with management regarding aging receivables and payment disputes.

General Administrative Support

• Manage electronic and paper filing systems.
• Draft correspondence and maintain company records.
• Answer and route phone calls and emails.
• Support management with special projects and operational initiatives.
• Assist with data entry, reporting, and document preparation.

Additional Compensation Opportunities

In addition to the base salary for this position, employees may have the opportunity to assist with operational and production-related activities in support of PMX Aviation Services' aircraft maintenance and AOG operations throughout Hawaii and the Pacific region.

When assigned to production or operational support functions, compensation will be paid separately from the employee's regular salary at the following rates:

Production Support Pay Rates

Monday through Friday (0900 HST – 1700 HST)

• $50.00 per hour
• Two (2) hour minimum callout

After Hours and Weekends

• $75.00 per hour
• Four (4) hour minimum callout

Federal Holidays

• $100.00 per hour
• Four (4) hour minimum callout

Examples of Production Support Activities

Production support assignments may include, but are not limited to:

• Aircraft servicing support
• Parts pickup and delivery
• Ground support equipment staging and movement
• Inventory and tooling management
• Airport operations support
• Assistance with maintenance-related functions
• Other operational support activities as assigned by management

Production support assignments may be required based on operational needs and are contingent upon successful completion of any required company training, airport access requirements, and safety requirements.

Production support opportunities may provide employees with the ability to earn compensation in excess of their base salary.

Qualifications

Required

• 5+ years of experience in an administrative assistant, executive assistant, office administrator, or secretary role.
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Strong working knowledge of QuickBooks.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Valid Hawaii driver's license.
• Clean driving record.
• Must reside within the Greater Kailua-Kona area.
• Must be able to work safely in active airport environments.
• Must be able to lift up to 50 pounds occasionally.
• Must be willing to travel occasionally between islands as required for company operations.

Preferred (Not Required)

The following qualifications are considered beneficial but are not required for consideration. Candidates who meet the required qualifications are strongly encouraged to apply even if they do not possess any of the preferred qualifications listed below.

• Previous experience in aviation, transportation, logistics, construction, industrial, manufacturing, maintenance, automotive, marine, or other technical environments.
• Experience working around tools, equipment, vehicles, aircraft, or industrial machinery.
• Previous experience supporting maintenance, logistics, fleet management, or operational departments.
• Ability to understand and communicate basic technical and mechanical concepts.
• Experience working with airport badging programs or government compliance documentation.
• Experience with Expensify or similar expense management software.
• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.
• Previous experience working with customers, vendors, or business partners from diverse cultural and international backgrounds.
• Experience communicating with individuals across different countries, cultures, and time zones.
• Previous experience working with remote teams, international customers, vendors, or personnel located in different countries and time zones.

PMX Aviation Services is willing to train the right candidate. Applicants who meet the required qualifications should not be discouraged from applying if they do not have prior aviation experience, airport badging experience, a technical background, or a college degree.

Security & Eligibility Requirements

Due to the nature of this position and its responsibilities involving airport security access and badging administration, the selected candidate must be eligible to obtain and maintain Security Identification Display Area (SIDA) credentials at multiple Hawaii airports.

• Must be able to successfully pass all required airport, state, federal, and TSA background checks.
• Must be eligible to obtain and maintain SIDA badges and Airport Operations Area (AOA) access credentials at airports throughout the State of Hawaii.
• Must be able to pass criminal history record checks as required by airport security regulations.
• Any felony conviction or domestic violence-related conviction will be considered disqualifying for employment in this position.
• Must maintain eligibility for airport security credentials throughout employment.

Drug & Alcohol Testing Requirements

Due to the safety-sensitive nature of this position, successful completion of a pre-employment drug screening is required as a condition of employment.

Employees in this position will be enrolled in the company's Drug and Alcohol Abatement Program and may be subject to:

• Pre-employment drug testing
• Random drug testing
• Random alcohol testing
• Reasonable suspicion testing
• Post-accident testing
• Return-to-duty testing
• Follow-up testing as required by company policy

Refusal to submit to testing or a verified positive test result may result in disqualification from employment or disciplinary action up to and including termination.

Desired Traits

• Highly organized
• Detail-oriented
• Professional and dependable
• Strong follow-through and accountability
• Comfortable managing multiple deadlines simultaneously
• Ability to maintain confidentiality and handle sensitive information

How to Apply

Please submit:

• Resume
• Cover Letter (Optional)

Qualified candidates will be contacted for interviews.

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Kailua-Kona, HI 96745