Office Manager

Are you ready to charter your own career?
The runway to success in global aviation begins here…

Are you looking for an opportunity to work for a global brand where you can use your skills, be part of a diverse team and grow with a dynamic company?

We are looking for a seasoned Office Manager who has experience and a passion for the air charter, aviation, freight forwarding, logistics or travel industry; thrives in a fast-paced environment and wants to learn and grow with the global Chapman Freeborn Airchartering team.

Purpose of the Role
• To work closely with the President – APAC, providing efficient and responsive administrative services in order to help them prioritise and manage their time effectively.
• To help ensure the smooth running of the APAC region.
• To provide support, advice and guidance to colleagues on all areas of office management to ensure that the Head Office runs smoothly.

Key Responsibilities of the Role
Office Management and support duties (APAC)
• Contact external parties and arrange for any necessary repairs and changes to the office and furniture, if required.
• Ensure the office is clean and tidy.
• Liaise with the landlord to highlight issues when necessary.
• Ensure all service agreements regarding the office are kept up to date and implemented.
• Cover reception duties, including arranging couriers / post / stationery, meeting and greeting visitors.
• Order and ensure that there is adequate kitchen and/or office and stationary supplies.
• Provide support to APAC staff or colleagues overseas (when visiting) when booking flights and/or accommodation, ensuring
• discounts are applied when possible and that the best costs are utilized.
• Compiling or drafting presentations in various formats for internal and/or external meetings.
• Responding to correspondences.
• Organise and maintain the President – APAC diary.
• Answering general phone queries for the President – APAC and/or Singapore office.
• Completing business expenses in an accurate and timely manner.
• Filing, photocopying, faxing, emailing and posting documents.
• Taking minutes for meetings, as required.
• Assist with coordinating any internal or external events for clients and/or employees gatherings.
• Arrange meetings with both internal and external clients on behalf of the President – APAC, including the booking of meeting rooms / venues, arranging refreshments and preparing presentation materials.
• Organise business travel plans for the President – APAC, including transportation and accommodation arrangements.
• Responsible for ensuring urgent requests from the President – APAC are followed up and actioned in a timely manner.
• Coordinate social events where applicable and when requested.
Communication
• Liaise with both external and internal stakeholders and escalate issues to the President – APAC when necessary.
• Organise events / meetings and share information with the relevant individuals using appropriate internal communication channels.
• Participate in conference calls when required to ensure effective sharing of information and full awareness of relevant individuals.
• Keep up to date with activities of other Personal Assistants and admin staff using the appropriate network of communication.
• Treat sensitive data with care and in a confidential and professional manner.
• Act in a professional, confidential and appropriate manner in all staff interactions and employee matters.
Group Policies and Procedures (Business Intelligence, Compliance, Finance, HR, IT, Legal)
• To undertake all activities in accordance with applicable group policies and procedures so as to ensure that the interests of the Group and individual corporate entities are protected at all times.
• At all times to ensure that legal and commercial risks (to the extent relevant to the role holder) are identified and minimised through effective communication with applicable stakeholders as well as relevant support functional departments and, when necessary Board of Directors

What will our ideal candidate have?
· Minimum 1-3 Years of relevant experience
· To be based in the mentioned location
· Speaks local regional language and English at an effective operational command.
· Knowledge of the local market
· Experience in Aviation industry
· Team player to work in a fast-paced environment
· Strong relationship building, account management & customer service skills
· Ability to successfully balance client needs with business objectives

 

What’s It 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

With almost 50 years of experience, the Chapman Freeborn group provides a diverse range of aviation-related services on a global basis. Our expertise in all areas of the air charter industry makes us the number one choice for many of the world’s leading logistics providers, multinational corporations, travel partners, and well-known names from the entertainment business.
Whether it’s arranging the delivery of oil equipment to a remote location, organizing flights for a professional sports team, or booking private jets to an island resort, the sky’s the limit when it comes to the charter business.
Chapman Freeborn 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