PHX Fuel Office Manager

Are you ready to take flight in a dynamic and fast‑paced aviation industry? As a global leader in aviation services, Swissport provides Ground Handling, Cargo Handling, and Passenger Services to over 300 million passengers annually.

Our mission is simple – “To provide the aviation industry with consistent and tailor‑made solutions around the globe, for a better customer experience.”

We believe that our people are what differentiates us from our competition. At Swissport, we are driven by our core values of Show You Care, Do the Right Thing and Win as a Team, and we are currently seeking dedicated individuals, who align with these values, to join our team at various locations across the globe.

The Office Manager plays a crucial role in ensuring the efficient functioning of an organization by overseeing various administrative tasks and managing office resources. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages electronic procurement system and provides general administrative support to employees.

The expected pay rate is $65,000-$75,000/year. Full‑time employees are offered a range of health and wellness benefits as well as 401(k) with company match paid vacation time, sick time, and company paid holidays.

• Office Supply Management:
  Ordering and tracking supply inventory and usage, cost analysis, sourcing new vendors, ordering uniforms/PPE, maintaining and reconciling purchase order log.
• Document Management:
  Organization, storage/retention, and disposal of facility documents
• Inventory tracking:
  Manage inventory tracking for all facility assets, including issuing gate access cards and maintaining accurate records of computers, printers, phones, tools, and other equipment.

• Accounts Payable:
  Setting up new vendors, managing vendor relationships, researching invoices and AP inquiries, processing invoices in SAP, processing expense reports.
• Reconcile vendor statements and PO tracker regularly to ensure all invoices are processed accurately and follow up on outstanding payment statuses
• Budgeting:
  Assist on Tracking budgeted expenses, preparation of the budget book, and special project tracking.

• Payroll/Timekeeping:
  Inputting employee schedules, reviewing timecards and processing weekly payroll, tracking attendance and violations, processing gross dollar adjustments, check disbursement, ordering manual checks.
• Benefits:
  Assisting employees with annual enrollment, explaining benefits options, submitting changes of information, Tracking sick/vacation hours.
• Assistance:
  Offer daily assistance to employees with routine tasks, questions, and workplace needs.

• Troubleshooting phone, fax, internet, and other facility technology.
• Training and assisting employees with the use of facility technology and IT security compliance.

• DOT Designated Employer Representative:
  Administering the facility’s Department of Transportation (PHMSA) compliance program. Enrollment and removal of employees in a DOT regulated safety‑sensitive position. Setting up pre‑employment, random, post‑accident, and reasonable suspicion of drug and alcohol screening. Training management to perform DOT DER duties and educating employees on the program.
• Authorized Airport Signatory:
  Acting liaison between Swissport and PHX Airport to administer and ensure compliance with the airport, TSA, and CBP security regulations. Tracks renewal dates and performs annual badge audits.
• Meeting Minutes:
  Prepare weekly presentation slides for facility meetings, document and maintain minutes for monthly safety meetings, Coordinate and prepare for monthly town hall meetings
• EOM:
  Manage and update the Employee of the Month program, including tracking nominations and maintaining records

• Inventory Management: inventory data entry, inventory analysis, usage forecasting, inventory auditing/reconciliation, and end of month reporting.

The…