EXEL - Administrative Assistant in Bahamas at Avports LLC
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Job Description
Title: Administrative Assistant
Business unit: EXEL
Manager title: Airport Director
Employment type: Full-time; hourly
Work location: North Eleuthera
Airport: North Eleuthera
Summary
Provides essential administrative and financial support to ensure smooth office operations and accurate financial management. This role combines clerical duties, recordkeeping, and basic accounting responsibilities, serving as a key liaison between internal departments, tenants, vendors, and customers to maintain operational efficiency and compliance.
Key Duties and Responsibilities
- Manage daily office operations, including correspondence, filing, and document preparation.
- Answer phone calls, emails, and greet visitors professionally; serve as the initial point of contact for general inquiries.
- Maintain and organize office records, files, and databases.
- Schedule meetings, prepare agendas, and take minutes.
- Support management with reports, presentations, and documentation.
- Perform entry level bookkeeping tasks: prepare invoices, receipts, payments, landing fees, and passenger fees. Maintain and reconcile petty cash, bank statements, and accounting records; enforce petty cash policies. Identify discrepancies between airline and general aviation collections against government data for accuracy.
- Serve as primary contact for data entry invoicing and financial transaction coordination with tenants, customers, banks, and corporate accounting.
- Utilize asset management software to log activities and track data.
- Perform routine fee collection tasks using POS equipment and software.
- Assist senior leaders with administrative support for duties such as financial reporting, budget tracking, and future budget preparation.
- As assigned, assist in procurement of airport supplies and consumables.
- Embrace ownership and accountability for position responsibilities, continually aiming to produce innovative results for internal teams and customers that foster trust, uphold high standards, and ensure credible, quality performance.
- Perform any other duties as assigned by the manager or senior management.
Qualifications and Experience
- High school diploma or international equivalent desired.
- Preference for at least two (2) years of experience working in an administrative assistant, accounting, or bookkeeping field, or similar experience preferred.
- Entry-level proficiency in Microsoft Office applications (Word, Excel, Outlook).
- Basic understanding of accounting principles is desirable.
- Excellent data entry skills and impeccable attention to detail.
- Ability to read and comprehend instructions, short correspondence, and memos. Ability to write simple and complex technical correspondence. Ability to effectively present information and respond to questions from groups of managers (internal and external), customers, and the public.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, measurements, and percentages.
- Ability to apply common sense understanding to conduct instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.
- Must demonstrate high attention to detail and maintain meticulous recordkeeping practices.
- Excellent organizational and time management skills to effectively and timely complete assigned tasks and projects as assigned. Ability and flexibility to work in a fast-paced environment with constant change.
- Must be comfortable working in a fast-paced, complex environment. Demonstrated ability to manage conflict, perform effectively under pressure, navigate high-stress situations, and resolve challenging circumstances with customers while exercising sound judgment and decision-making skills.
- Dynamic and positive attitude that aligns with the Company’s culture and work environment, promoting strong working relationships with team members throughout the organization.
- Ability to obtain/maintain airport security clearance/badge to access airside areas.
Communication Requirements
- Language: Must be fluent in English, both written and spoken, for effective communication with staff, stakeholders, regulatory authorities, and the public.
- Reading: Ability to read and interpret aviation regulations, operational manuals, safety protocols, and financial reports.
- Writing: Capable of producing formal reports, operational plans, correspondence, and internal communications with clarity and professionalism.
- Verbal Communication: Strong skills in presenting information, negotiating with stakeholders, and providing clear instructions to staff across all airport departments.
- Interpersonal Skills: Ability to communicate effectively with diverse groups, including airline personnel, government officials, passengers, and the local community.
Working Conditions and Schedule
- Schedules may vary depending on operational needs.
- May require irregular hours, including evenings, weekends, or on-call duty during emergencies.
- Some travel between islands may be required.
Compensation and Benefits
- Incumbent will be entitled to annual leave, sick leave, other leave benefits, and public holidays in accordance with the Employment Act, 2001 and the Company’s policies. Detailed information regarding leave entitlements and any additional benefits will be provided in the employee handbook or relevant Company policy documents.
Ergonomic and Physical Requirements
- The role requires frequent inspections of airport terminals, airside areas, and maintenance facilities across Bahamian islands.
- While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee is occasionally required to sit. The employee must regularly lift and/or move more than 50 pounds and may occasionally be required to lift and/or move more than 100 pounds. Specific vision abilities required by this job include vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
- Must respond to emergency situations or operational incidents, which may require mobility and quick physical coordination.
- Work environment may include exposure to heat, humidity, noise, and outdoor weather conditions common in the Bahamas.
- Use of appropriate personal protective equipment (PPE) is required for airside, maintenance, or construction areas.
Equal Opportunity
The airport is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and ensure that employment decisions are made without regard to race, color, gender, age, disability, marital status, religion, sexual orientation, national origin, or any other status protected by Bahamian law. All qualified applicants will receive consideration for employment and access to opportunities in accordance with local labor regulations.
To perform the job successfully, an individual must be able to perform each duty and responsibility satisfactorily. The requirements listed above are a representation of the knowledge, skills, and/or abilities required. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions. The successful candidate will also possess the ability to positively interact in a team environment, possess effective organizational skills, and demonstrate adequate written and verbal communication skills.