Office Administrator

About Unilode

Unilode owns and manages the world’s largest fleet of approximately 160,000 unit load devices (ULDs), for use in the aviation industry, and owns and operates the largest global network for the maintenance and repair of ULDs and inflight food service equipment. Unilode provides management, repair, short term leasing and digitalisation solutions to over 90 airlines through a network of more than 550 airports, 18 regional offices and 50 certified repair stations, supported by 800+ employees. For more information visit unilode.com.

Position Overview

The Office Administrator is a key partner in managing the day to day business within the office(s) and ensure smooth and efficient office processes.

General Responsibilities

• Perform general clerical, administrative and office duties.
• Prepare payroll timesheets for both contractors and employees.
• Assist employees with general concerns including benefits and payroll matters.
• Process any new hire documentation requested and forward to HR department.
• Coordinate and track training activities for new hires and current employees.
• Sort and distribute incoming mail.
• Responsible for ordering and maintaining office and maintenance supplies, safety supplies and placing other orders as needed.
• Devise and maintain office filing system.
• Maintain the office in a clean and tidy manner.
• Act as the point of contact between the manager and internal/external clients.
• Screen and direct phone calls and distribute correspondence.
• Coordinate on and off-site meetings, assist with schedule managements; arrange appointments, travel, meetings and conference calls along with interview scheduling for the station managers.
• Handle expense claims.
• Assist with raising work orders, posting Inbound, outbound, service line, and completed.
• Attend customer calls when required.
• Establish, organize and maintain documents and initiate follow up as needed.
• Assist with communication new policies and procedure to employees and coordinate gathering information as requested.
• Ensure all invoices received are accurate and sent to AP for processing.
• Advise finance of hours worked for each month for temporary vendors.
• Monthly reports such as stock take/movement for assigned stations.
• Create Purchase orders, actioned and monitored promptly through ACTIS or SAP for all type of orders. Assist with Good Receipts processing.
• Communicate with vendors to resolve any shipment issues (i.e. tracing, shortages, pricing, overages, etc.).
• Assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required (i.e. facility’s annual compliance license).
• Additional duties as assigned.

You:

You will add to our quality culture if you can bring:

• Experience as Team Assistant, Personal Assistant or Office Manager.
• Excellent computer skills (MS Office).
• Ability to multitask and prioritize daily workload.
• Excellent verbal and written communications skills.
• Discretion and confidentiality.
• Customer service focus.
• Excellent interpersonal skills.

Why Unilode?

• 14 days of Annual Leave.
• Pension Contribution.
• Medical Insurance.