Administrative Specialist, OBC

Los Angeles, CA

Are you ready to charter your own career?​

The runway to success in global aviation begins here…

We are looking for an Administrative Specialist, OBC, who has experience and a passion for the aviation, freight forwarding or travel industry; thrives in a fast-paced environment, and wants to learn and grow with the global Chapman Freeborn On-Board Courier team.

If you have the skills and ability to succeed in this role we want to hear from you! 

Key Job Responsibilities

General Administration

Ensuring that emails are responded to in a timely manner through personal email and any other email distribution groups. R a timely fashion

Greet all visitors at the office and assist with any inquires for guests, ensuring all visitors are welcomed and seated. Assist the teams with coordinating refreshments to any visitors.

Point of contact to organize and arrange visitor requests (flights/hotel/taxi services etc.)

Facilitate and fulfill office requirements such as office supplies and the restocking of the common areas

Act as liaison to office building management and report any updates or news to the office staff and/or OBC Team Leader / VP of OBC

Compile presentations for various internal and external meetings, as requested

Take and distribute minutes for management and other executive meetings

Assist HR Department with collecting and maintaining onboarding documents for new hires

Review and develop processes to streamline departments comply with local, legal, and statutory requirements

To participate in internal and external staff or office related meetings with the OBC President / VP of OBC / OBC Team Leader, if and when required ensuring an adequate flow of information and communication.

Communication

Liaise with internal and external clients and escalate issues to the VP of OBC / OBC Team Leader when requested

Organize meetings and share information with relevant colleagues and teams, as requested

Participate in conference calls when required to ensure effective sharing of information and full awareness of relevant individuals

Keep up to date with activities and schedules of the VP of OBC / OBC Team Leader

Treat sensitive data in a confidential and professional manner

Act in a professional, confidential and appropriate manner in all matter

Finance

Assists with any reconciliation for vendor payments or any financial processes to assist OBC Team Leader / VP of OBC / OBC Brokers, as well as the finance department

Manage and maintain all documentation for employees who hold Company Credit Cards, in line with the finance manager’s requirements

Prepare and send executive expense reports to the Finance Department in a timely manner • Create and maintain filing system of electronic and phy

Create and maintain filing system of electronic and documents

Assist the VP of OBC with managing the office budget

Qualities We Look For

Team player to work in a fast-paced environment

Strong relationship building, account management & customer service skills

Strong problem-solving skills and decision-making aptitude

Strong ethics and reliability

Strong leadership skills

Highly organized with meticulous attention to detail

Analytical and goal oriented

Ability to successfully balance client needs with business objectives

What’s In It For You

Competitive salary

Comprehensive benefits package

Opportunity to join a global company and be part of a diverse international team

Unlimited access to thousands of courses on LinkedIn Learning platform

Chapman Freeborn OBC offers door-to-door, on board courier services for time-critical shipments. The company is headquartered in Europe with additional offices in Los Angeles and Hong Kong – providing clients with 24/7/365 hand-carry solutions. A dedicated courier accompanies the shipment from pick up to delivery straight to the recipient. Whether it’s manufacturing components to keep an assembly line running, the latest prototype technology, or a time-sensitive consignment of samples, Chapman Freeborn OBC gets it delivered.

Chapman Freeborn OBC is a family member of Avia Solutions Group, a leading global aerospace services group with almost 100 offices and production stations providing aviation services and solutions worldwide. Avia Solutions Group unites a team of more than 7000 professionals, providing state-of-the-art solutions to the aviation industry and beyond.

Chapman Freeborn aims to promote equality, diversity, fairness and respect for future and current staff at all levels of the organization. We aim to provide equal opportunities in all aspects of employment and to ensure that the talent and skills of all individuals are maximized. ​

How to apply