Office Administrator

Xced Aviation Services - Indianapolis, IN

Full-time - Entry Level

Indianapolis, IN

Rental and Leasing Services

About the position

Recognized as one of Crain's Best Places to Work in Chicago and a 2022 Great Place to Work by the Great Place To Work Institute Inc., Sasser prides itself on supporting an employee-driven, opportunity-based culture that empowers, recognizes, and rewards its employees. From highly competitive benefits to exciting employee events to organic, grassroots philanthropy and volunteerism, Sasser is an awesome place to begin and grow your career. We are a fourth-generation, family-held transportation asset services and management company with roots dating to 1928. Sassers six subsidiary units are leaders in providing commercial- and industrial-focused rail, automotive, containerized shipping, and aviation transportation equipment solutions including asset leasing, fleet administration management, asset repair and maintenance, and innovative technology services. Sasser Family Companies includes subsidiaries Chicago Freight Car, Union Leasing, CF Rail Services, Express 4x4 Truck Rental, Xced GSE, and Falcon Lease. To learn more about what makes Sasser special, visit www.sasser.com. As an Office Administrator, you will play a crucial role in maintaining the efficiency of our office operations. You will learn and adhere to all Xced safety procedures and understand the basic flow and logistics of the ground support equipment industry and repair business. Your responsibilities will include keeping the work area clean and orderly to comply with Xced, OSHA, and environmental rules and regulations. You will perform general administrative and office functions such as directing incoming calls, providing first contact with customers, distributing incoming mail, making copies, and filing. Data entry for parts, labor, warranties, and technical bulletins will also be part of your duties. You will accommodate internal and external auditors with requests for audit-related information, including invoices, purchase orders, and warranties. Additionally, you will maintain office inventories, coordinate shipping and receiving, and assist the Operations Manager with scheduling and execution of equipment shipping and receiving. You will enter information in the E360 system, manage all aspects of the equipment database, track warranty claims, and perform inventory checks as scheduled. Assisting with safety meetings and maintaining safety equipment for mechanics and technicians will also be part of your role. This position requires strong analytical, organizational, and interpersonal skills, as well as proficiency in Microsoft Suite and the ability to communicate effectively in a fast-paced environment.

Responsibilities

• Learn and adhere to all Xced safety procedures.
• Keep work area in a clean and orderly manner to comply with Xced, OSHA and environmental rules and regulations.
• Perform basic housekeeping functions in office and reception areas.
• Perform general administrative and office functions such as directing incoming calls, providing first contact with customers, distributing incoming mail, making copies, filing, etc.
• Data entry for parts, labor, warranties, and technical bulletins.
• Accommodate internal and external auditors with requests for audit-related information, including invoices, purchase orders, and warranties, etc.
• Maintain main office, janitorial & office inventories, and verification of uniform deliveries.
• Coordinate office shipping and receiving.
• Provide Bill of Landings to headquarters.
• Assist the Operations manager with coordinating equipment shipping and receiving scheduling and execution.
• Enter information in E360 system such as employee time cards & uploading equipment file documents.
• Make sure parts are billed to equipment work order, control inventory.
• Provide support to lead mechanics and technicians on order parts.
• Manage all aspects of the equipment database (E360) updating to include work order and repair parts management, daily labor accounting, equipment loading and updating, creating and submitting routine reports, and managing equipment locations.
• Track warranty claims for support of customers.
• Perform inventory on equipment, parts, and materials per schedule determined by the company and perform causative research on discrepancies found.
• Assist the Manager with the coordination of safety meetings, tracking of completed training sessions, creating training forms, and filing of training records.
• Ensure safety equipment is fully stocked for mechanics and technicians.
• Assist Xced staff with limited duties in their absence such as Inbound/Outbound Reports, Invoicing, Bill of Ladings, and updating E360.
• Control calls to different suppliers and maintain proper recycling standards for diesel and gas, etc.
• Other duties as assigned by management.

Requirements

• Proficient in Microsoft Suite - Excel, Outlook, Word and PowerPoint.
• Ability to communicate concisely.
• Strong analytical, organizational and motivational skills.
• Strong interpersonal skills.
• The ability to flourish in a fast-paced environment.
• Requires sound written/verbal communication skills.
• High School diploma or GED equivalent.
• Office experience is a plus but should have data entry.

Nice-to-haves

• Experience in the ground support equipment industry.
• Familiarity with audit processes.

Benefits

• 401(k) matching
• Disability insurance
• Life insurance
• Tuition reimbursement