Administrative Assistant (Operations & Maintenance)

The Administrative Assistant provides essential administrative, clerical, and operational support to the PBP Services Operations & Maintenance team. This position assists site leadership with document control, reporting, scheduling, data entry, purchasing coordination, and general office management to ensure smooth daily operations.

The Administrative Assistant serves as a key point of contact for internal staff, vendors, and airport partners, maintaining professionalism, accuracy, and confidentiality in all communications and records.

Key Responsibilities

• Provide administrative support to the Operations & Maintenance Manager, Supervisors, and field team.
• Maintain and organize files, records, and correspondence related to operations, safety, HR, and maintenance documentation.
• Enter and track data in the Computerized Maintenance Management System (CMMS), including work orders, parts usage, and labor hours.
• Assist with onboarding, scheduling, and tracking of employee training, certifications, and attendance.
• Support payroll processing by reviewing and verifying timesheets for accuracy and compliance.
• Prepare, edit, and distribute reports, memos, and communications to internal and external stakeholders.
• Coordinate purchase orders, vendor invoices, and parts requisitions under direction of management.
• Support inventory tracking and procurement activities by maintaining up-to-date records.
• Assist in organizing site meetings, safety talks, and training sessions, including preparing materials and taking minutes.
• Manage office supplies, tools, and equipment inventory to ensure availability and readiness.
• Provide general customer service and communication support to clients and airport personnel.
• Uphold confidentiality and data integrity in all administrative and personnel matters.

Qualifications and Experience

• High school diploma or equivalent (GED) required; associate degree or business administration coursework preferred.
• Minimum 2 years of administrative or clerical experience, preferably in a maintenance, construction, or aviation environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Computerized Maintenance Management Systems (CMMS) such as Maximo preferred.
• Familiarity with HRIS systems such as Paylocity is an advantage.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Must be able to obtain and maintain airport security badging and access clearances.

Competencies and Attributes

• Professional, dependable, and proactive with a service-oriented attitude.
• Strong interpersonal and communication skills.
• High degree of accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Team-oriented with flexibility to support evolving site needs.
• Commitment to PBP’s values of safety, integrity, and operational excellence.

Benefits

• Medical / Dental / Life Insurance
• Paid Time Off (PTO)
• 401(k) Retirement Plan
• Full-time, onsite role with Monday–Friday daytime schedule

Pay: $27.00 - $30.00 per hour

Benefits:

• Paid time off

Work Location: In person