Office Administrator (casual)
Are you passionate about the aviation industry? Are you looking to join a fast-growing deicing company? If the answer is yes, then this position is for you! Aeromag is a private-held company specializing in aircraft deicing, management of deicing centres as well as the recovery and recycling of deicing fluids. Established in numerous airports in Canada, the United States and the United Kingdom, Aeromag is recognized for its environmental innovations.
The Office Administrator provides essential administrative support, seasonal recruitment coordination, and operational assistance to both stations in the United Kingdom. Based at the LHR station, this casual position (24 hours/week) supports operations at both LHR and MAN and plays a key role in ensuring the smooth day‑to‑day functioning of the office, including staffing activities and financial administration. This role requires a consistent on‑site presence to effectively support operational teams and station management.
Office & Administrative Support
- Act as the primary point of contact for incoming calls and visitors at the LHR office.
- Coordinate travel arrangements and employee bookings as required.
- Maintain accurate office records, databases, and filing systems to ensure confidentiality and data integrity.
- Perform general administrative duties, including correspondence, document preparation, filing, scanning, photocopying, and courier coordination.
- Manage office supplies, uniforms, and related inventory.
Seasonal Recruitment & Staffing
- Support seasonal recruitment activities, including prescreening resumes and coordinating interview schedules.
- Assist with the preparation and organization of offer letters, hiring documentation, and onboarding packages for seasonal employees.
- Create and maintain seasonal employee files and staff records.
- Update job descriptions and support recruitment-related documentation as required.
- Coordinate security clearances, access passes, uniforms, and onboarding logistics for new seasonal employees.
- Maintain accurate staffing lists and support operational readiness for peak seasonal periods at both Heathrow and Manchester stations.
Payroll, Expenses & Financial Administration
- Administer employee expense claims, per diems, and monthly credit card reconciliations.
- Process and track vendor invoices and submit approved documentation for payment processing.
- Maintain customer and vendor files, including verification of payment information.
- Support monthly administrative and financial reporting activities.
Operational & Reporting Support
- Prepare reports and summaries to support station operations and management decision-making.
- Provide administrative support to both LHR and MAN stations as required.
- Carry out additional administrative and accounting-related tasks to support operational efficiency and business growth.
- Minimum 3 years of experience in an administrative or office support role, preferably in an operational or fast-paced environment.
- Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
- Proficient in Microsoft Office tools, including Word and Excel, with confidence in managing records and reports.
- Strong written and verbal communication skills, with a professional and service-oriented approach.
- Ability to be on site at the Heathrow office and available in person as operational needs require, including during peak seasonal periods.
Aeromag provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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