Administrative Assistant

Job Description

Job Description

Description:

The Administrative Assistant at Ventura Aviation is vital in supporting the daily operations of our Maintenance, Repair, and Overhaul (MRO) facility. This position ensures the seamless coordination of administrative tasks, facilitating communication between departments, maintaining accurate records, and assisting in regulatory compliance efforts.

The primary purpose of this role is to enhance operational efficiency by managing schedules, processing work orders, tracking parts and inventory documentation, and providing administrative support to maintenance personnel and leadership. Additionally, the Administrative Assistant ensures compliance with FAA Part 145 regulations by maintaining meticulous records of inspections, training logs, and tool tracking.

By providing exceptional organizational support, this position contributes to minimizing aircraft downtime, improving workflow efficiency, and upholding the highest standards of safety, quality, and regulatory compliance within the MRO environment.

Corridor (aviation maintenance-specific software)

• Open and Close Work Orders
• Estimate creation and modifications
• Logbook label creation and filing
• Parts requests
• Parts and Service PO creation
• Tool Tracking – Calibration records

Customer Interactions

• Inbound calls – take information and pass it along
• Emails – inbound and outbound
• Estimates, Change orders, and invoices

Parts and Shipping

• Receive parts shipments
• Inventory Control
• Search for parts online
• Call/email Vendors for price and availability
• Prepare shipments for end-of-day pickup

Organize and upkeep currency of employee training records

Scan and upload documents to the company's cloud-based drive

File physical paperwork in the appropriate location

Mail required paperwork to FAA

Process and Procedure creation

Complies with and supports other internal company policies

Perform other tasks as may be assigned from time to time

Uphold Ventura’s Core Values