Maintenance Administrative Assistant

Maintenance Administrator Assistant at Aviation Advisor, Inc. located in Kenosha, WI (Full‑time).

We are looking for a detail‑oriented and organized Maintenance Administrative Assistant who can coordinate administrative tasks to support the maintenance operations of our aircraft fleet. This role requires strong communication skills, a keen eye for detail, and the ability to thrive in a dynamic and fast‑paced environment.

• Record‑Keeping:
  Maintain accurate records of aircraft maintenance activities, including work orders, maintenance logs, airworthiness directives, and service bulletins, ensuring compliance with regulatory requirements.
• Parts Ordering and Tracking:
  Purchasing parts as directed and monitoring order and shipment status; tracking the status of orders, verifying parts upon arrival, updating stock levels, and updating purchase orders.
• Recording Sales Transactions:
  Create and review invoices for all maintenance parts ordering and other financial reports as needed. Enter invoices, bills, and payments into accounting software related to maintenance transactions.
• Communication:
  Serve as a primary point of contact for maintenance vendors and operators to facilitate communication, address inquiries, and coordinate maintenance activities effectively for the maintenance department.
• Resource Management:
  Monitor and manage resources such as office supplies, tools, and spare parts to ensure optimal allocation and utilization in support of aircraft maintenance operations.
• Data Entry and Record‑Keeping:
  Accurately input, update, and maintain various types of data. Organize, categorize, and ensure accurate and up‑to‑date data such as accounting functions, inventory, aircraft maintenance, and department records.
• Regulatory Compliance:
  Ensure compliance with relevant aviation regulations, manufacturer’s guidelines, and company policies pertaining to aircraft maintenance, documentation, and record‑keeping.
• Documentation:
  Prepare and maintain documentation related to aircraft maintenance, including maintenance manuals, compliance records, and technical documentation, ensuring accuracy and completeness.
• Training Support:
  Assist in the coordination of training programs for maintenance personnel, including recurrent training, safety training, and proficiency checks, to uphold high standards of technical competency and regulatory compliance.
• Continuous Improvement:
  Identify opportunities for process improvements, procedural enhancements, and technology adoption to streamline maintenance operations and enhance overall efficiency.
• Team
  
  Collaboration:
  
  Collaborate with cross‑functional teams, including flight operations, ground operations, and quality assurance, to ensure seamless coordination and integration of maintenance activities with flight operations and business objectives.

• Previous experience in aviation maintenance administration, aircraft maintenance operations, or a similar role within the private aviation industry preferred but not required.
• Previous experience in office administration or management including ordering office inventory, contacting vendors, and handling department correspondence preferred but not required.
• Excellent communication skills with the ability to interact professionally.
• Ability to learn multiple aviation maintenance management software (e.g. CAMP Systems) procedures.
• Proficient in Microsoft Office Suite.
• Detail‑oriented with a high level of accuracy in record‑keeping and documentation.
• Ability to prioritize tasks effectively and manage multiple projects concurrently in a fast‑paced environment.
• Flexible mindset with the ability to adapt to changing priorities and operational requirements.
• Commitment to safety, quality, and continuous improvement in all aspects of aircraft maintenance operations.
• Experience with processing expense reports, billing, invoices, payments, and payroll.

Starting from $45,000.00 per year.

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

• 8‑hour shift
• Monday to Friday

• High school or equivalent (Preferred).
• Bachelor’s degree preferred, but not…