Office Administrator

We’re all about the craft.

KF Aerospace is proud to deliver innovative aircraft solutions for corporate, commercial, and military customers worldwide. Launched more than 50 years ago out of Canada’s Okanagan Valley, KF has grown to specialize in a wide range of aviation services including maintenance and modifications, air cargo operations, military pilot training and aircraft leasing. With facilities across Canada, KF is home to a 900+ strong, highly skilled workforce. Our passion for our craft fuels every project we touch.

JOB OVERVIEW

The Office Administrator reports to the YHM Hangar Operations Manager and provides reception and administrative services to the YHM operations.

Term: This position is 14 month contract.

DUTIES AND RESPONSIBILITIES

Customer Service

• Provides a warm welcome to customers entering the KF Front Office, ensuring they connect with the right person in a timely and efficient manner.
• Ensures guests are signed in, approved, and provided with a guest ID badge.
• Prepares and updates ID badges and security passes for staff and contractors. Update KF communication portal.
• Provide and maintain parking passes for YHM employees.
• Conducts Safety Briefings as required.
• Receives incoming telephone calls (external & internal), forwards the call to the appropriate person, or otherwise assists the caller.
• Provides sales support for internal KF store merchandise and processes payments.

Office Administrative Support

• Handles and distributes all incoming mail and outgoing mail and forwarding them to the appropriate person or department.
• Receives and distributes courier items, registered letters, and faxes.
• Coordinates office back up keys.
• Assists with the booking of company resources such as company vehicles and keys.
• Ensures security of front door access.
• Managing petty cash
• Maintains inventory and orders office supplies, stationary, business cards and door signs.
• Updates the company phone directory and distributes as needed
• Production Time tracking NBL usage
• Coordinate employee uniform distribution and resolve discrepancies with uniform vendor.
• Assists HR Advisor with printing and packaging onboarding and orientation documentation.
• Assists with the organization of company events.
• Orders lunches for meetings.
• Prepares Customer Rep offices.
• Prepare Travel Requests for YHM employees.
• RAIC pass signing authority through Hamilton Airport

Administrative Support for Head Office

• Act as liaison (distributing paperwork back and forth) between staff and Human Resources Department if no HR Advisor is on site (onboarding paperwork employees and contractors, benefit packages, performance reviews, increase requests, vacation roll over requests, HR mailbox, etc.)
• Assist Executive Assistant to the VP of Corporate Services with the collection and distribution of anniversary gifts.
• Assist YLW Flight Operations with Employee Travel between YLW and YHM
• Act as a liaison from Timekeeping between YHM and YLW Timekeeper
• Back up for having invoices approved for payment, then sending back to accounts payable.

Other duties as required by YHM Hangar Operations Manager including, but not limited to:

• Prepare meeting agenda and minutes, as requested.
• Schedule meetings
• Updating Roster with employee changes
• Master schedule updates on the intranet

REQUIREMENTS

• Two years’ applicable experience in an administrative role
• Proven ability to provide a high level of customer service
• Highly proficient in Microsoft Outlook, Word, and Excel
• Must be highly motivated and self-disciplined
• Excellent interpersonal and communication skills
• Strong multi-tasking and organizational skills
• Able to maintain a high level of confidentiality