Aviation Operations Specialist

Job Summary

Serves as the face of the Aviation Department, coordinates administrative and forecasting and logistical details associated with the day-to-day operations of the business unit, allows facility access, answers phone calls directed to the Aviation Department; performs operational processing and analysis related to budgeting, expenses, and forecasting to support informed decision-making

Principal Duties & Responsibilities

• Provides administrative support to the department; maintains both office and operations inventories; monitors/prepares expense reports; reconciles invoices and accounts; receives customers and vendors; processes mail, answers calls and responds to inquiries; schedules meetings, takes minutes, and can professional interact with executive leadership

• Acts as the department’s liaison, establishing and maintaining an effective working relationship with corporate headquarters, senior management, Aflac; assists with managing daily aircraft schedules to ensure the Aviation Department meets passenger requirements with minimal disruptions or delays

• Coordinates administrative and logistical details associates with the day-to-day operations of the business unit; utilizes 3PM procurement software as well as corporate payment processes to ensure the logistical expenses are properly ordered, tracked, and expensed

• Performs analysis related to budgeting, expenses, and forecasting; develops and maintains databases; assists department management with the preparation of departmental budgets develops and modifies planning, forecasting of departmental budgeting and reporting processes; assists management in gathering, interpreting and comparing benchmarking data to the company’s operations; performs expenses analysis; assists in the development of executive level presentations

• Synthesizes reports and information to provide clear and specific insight and recommendations; ensures appropriate measures and reports are defined and implemented to assess and/or initiative performance

• Acts as a liaison between the department and/or divisions; provide recommendations for new and revised business policies, procedures, and practices; collects, organizes, analyzes, and prepares reports for management

• Support the Aviation Dispatcher role; able to provide accurate and timely responses for executive flight requests; possess basic understanding of the aircraft Professional Flight Management dispatching software and aircraft/crew dispatching limitations and procedures

• Performs other duties as required

Specialist - Education & Experience

High School Diploma or Equivalent, Bachelor's Degree Business Administration or related field, two to four years of job related work experience, or an equivalent combination of education and experience.

Experience in an aviation administrative work environment (Preferred)

Job Knowledge & Skills

• Microsoft Excel: Intermediate

• Microsoft Word: Intermediate

• Microsoft Outlook: Intermediate

• Microsoft PowerPoint: Intermediate

• Basic to intermediate SharePoint experience

• Basic understanding of aviation terminology

• An understanding of basic accounting principle and practices

• Excellent oral, written, and interpersonal communications skills to effectively interact with senior management, and internal and external customers

Competencies

• Acting with Integrity - Clearly states goals and beliefs; lets people know his/her true intentions; does what he she said they would do; follows through on commitments

• Communicating Effectively - Expresses ideas and information in a clear and concise manner; tailors message to fit the interests and needs of the audience; delivers information in a manner that is interesting and compelling to the listener

• Pursuing Self-Development - Demonstrates ambition and desire to move forward in his/her career; engages others in discussions about career development; seeks feedback on ways to increase his/her performance; takes advantage of opportunities to build new skills and capabilities

• Serving Customers - Builds strong relationships with customers; stays aware of customer needs, concerns and satisfaction; responds promptly to customer questions and requests; effectively manages

• Supporting Change - Enthusiastically participates in new change initiatives and programs; focuses on reasons why changes will work and how they will be beneficial

• Supporting Organizational Goals - Actively supports organizational goals and values; demonstrates enthusiasm toward the company's goals and mission; aligns actions around organizational goals

• Working with Diverse Populations - Shows respect for the beliefs and traditions of others; encourages and promotes practices that support cultural diversity; discourages behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds