Job Description

Job Summary

The Admin Assistant supports the all department and assists with physical inventory management. This includes processing transactions and helping with physical inventory counts to ensure accurate stock records.

Key Responsibilities

• Provide administrative support to the all departments
• Perform data entry and maintain accurate financial records.
• Assist in preparing invoices and processing payments.
• Monitor accounts payable and accounts receivable to ensure timely processing.
• Input and update financial data in company software.
• Handle vendor inquiries and resolve discrepancies as needed.
• Prepare and organize financial documents for audits and other reviews.
• Assist in maintaining accurate filing systems, both physical and digital
• Gather and analyze data related to FBO operations to support decision-making.
• Assist in maintaining accurate inventory data in the system
• Track and reconcile inventory counts with financial records.
• Communicate with vendors, clients, and internal departments regarding invoices, payments, and inventory inquiries.
• Assist with physical inventory counts by counting, verifying, and documenting stock levels in warehouses or storage areas.
• Assist the Fuel Coordinator in scheduling, tracking, and documenting fuel orders, ensuring all deliveries are on time and meeting operational requirements.
• Assist communicating with fuel vendors and clients regarding fuel needs, providing prompt and accurate updates
• Any other tasks assigned

Qualifications

• High school diploma or equivalent (associate’s degree in accounting or related field preferred).
• 1-2 years of experience in a similar role or basic accounting knowledge.
• Proficiency in accounting software (e.g., QuickBooks) and MS Office (Excel, Word).
• Strong attention to detail and organizational skills.
• Strong organizational and time-management skills.
• Excellent communication and problem-solving abilities.
• Ability to handle confidential information with discretion

Working Conditions:

• Split between office and physical inventory environments (e.g., warehouses or stockrooms).
• May require standing, walking, bending, and lifting light items (up to 30 lbs.) during inventory counts.

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