Administrative Assistant
JetStream Ground Services, Inc. - Charlotte, NC

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Reports To: Manager of Employee Development

Operation Size: 300 Employees

Position Purpose:

The HUB Administrative Assistant is responsible for the day-to-day operations of the administrative office functions and duties at the Charlotte, NC location. The Administrative Assistant carries out responsibilities in some or all of the following functional areas: recruitment, departmental development, HRIS, employee relations, training and development, benefits, compensation, safety, organization development, executive administration and employment.

Principal Duties and Responsibilities:
  • Interact with airport authorities, government agencies, airline customers and stations employees
  • Coordinate scheduling of all applicants and or new hire requirements including interviews, badging, fingerprinting, drug testing, criminal background, customs & seal approval, etc.
  • Conduct new hire orientation sessions to explain personnel policies, compensation and benefits
  • Provide new hire information to HQ and to the local Training Manager
  • Responsible for ensuring all new hires attend and pass the Badge class
  • Responsible for ordering new hire uniforms and ensuring distribution
  • Responsible for completing the Badge Renewal Application and ensure distribution
  • Maintain active employee files and records, ensure completeness of files
  • Assign and maintain employee lockers
  • Monitor and manage emails and phone calls/messages on a daily basis
  • Ensure filing/faxing/shredding is performed on a daily basis
  • Support HR policy, benefit and compensation programs

Other Duties and Responsibilities
  • May assist the Manager of EE Development in reviewing employees time sheets and discrepancy corrections
  • May assist employees in running reports for hours worked, accruals, schedules, etc.
  • Assist the Manager of EE Development with advertising of required notices and bids
  • Maintain and update contact information to support communication with all necessary points of contact
  • Other related duties as assigned such as transporting candidates to the airport, schedule interviews and drug tests, entering notes in Time Force, etc.
  • May assist in review of candidate applications
  • May assist with badge audit (quarterly)

Fingerprint Appointments
  • Complete / Review the applicants FP application
  • Ensure we obtain copies of the applicants IDs (3 – BC/DL/SS)
  • Complete / Review the CS application
  • Take the applicants to the Badge Office (no more than 4 candidates at a time preferably 3)
  • Once FP has been processed ensure we have all required information from the applicant before they leave our premises
  • Complete & request preliminary criminal background and Driver License records
  • Provide update of the above tasks to the Manager of Employee Development daily

Badge Appointments:
  • Complete / Review the Badge application & take applicant to the Badge Office
  • Complete new hire package with applicant & explain company policies (obtain DD/PC information)
  • Provide to the new hire the training date, time & location
  • Send NHP form and 2 forms of ID to HQ
  • Provide NH information to the Training Manager & SR Manager
  • Collect all NH package forms (originals) and UPS them to HQ
  • Provide update of above duties to Manager of EE Development daily

Schedule Group Interviews
  • Call applicants and provide date & time for the interview weekly(advise NC/NS will immediately eliminate them from the pool of candidates)
  • Prepare the Pre-Employment Interview package (Interview Questionnaire, DFWP policy, General Release, FP & CS applications)
  • Prepare sign-in sheets

  • Associate/Bachelor Degree in HR and or related fields and or 3-5 years of HR experience
  • Ability to effectively communicate information and ideas in written and verbal format
  • Self-motivated with ability to multi-task and work effectively in a fast paced environment
  • Team player with the confidence to take the lead and guide other employees when necessary
  • Excellent project management skills, including organizing, prioritizing, and tracking all phases of a project
  • Airline industry experience A+
  • Proficient in Excel

About this company
JetStream Ground Services delivers a variety of outsourcing solutions throughout the country. Our senior management is committed to...