Sr. Administrative Assistant - Customer Training

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Job Description:

Airbus Helicopters is looking for a Senior Administrative Assistant to join our Customer Training Team in Grand Prairie, TX.

The administrative assistant works with the front office team to provide customers with excellent and timely end-to-end support, from first contact with the training center, logistics & accommodations, classroom assignment, and certificate records management.

Meet the team:

The Airbus Helicopters Inc. (AHI) Training Center offers North American and global customers a comprehensive curriculum of Pilot and Technician training services across the spectrum of Airbus Helicopter types.

Your working environment:

A suburb just outside the Dallas-Fort Worth metropolitan area is home to Airbus Helicopters U.S. regional headquarters, where we have more than 1,000 employees. Check out one of the seven professional sports teams that also call Dallas home - you may even see a special, custom Airbus helicopter dedicated to the Dallas Cowboys flying during home games.

How we care for you:

• Financial Rewards: Competitive base salary, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan ("ESOP")
• Work/Life Balance: Paid time off including personal time, holidays and a generous paid parental leave program.
• Health & Welfare: Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan ("EAP") and other supplemental benefit coverages.
• Individual Development: Upskilling and development opportunities through our global Leadership University, including unlimited access to 10,000+ e-learning courses focusing on ways to develop your employability, certifications, career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.

At Airbus, we support you to work, connect and collaborate more easily and accessibly. Wherever possible, we support flexible working arrangements to stimulate innovative thinking.

Your challenges:

External Customer Support: 40%

• Serve as initial contact point for customer support inquiries (phone calls, onsite requests, etc.)

• Serve as department liaison to partner hotels to ensure a positive customer experience

• Manage customer breakroom to include refreshments and daily catering or training customers

• Administer customer entry badges

• Administer customer satisfaction surveys

• Assist customers with Wi-Fi logins

• Prepare class folders for training courses and, in with assistance from the Training Coordinators, issue end of course certificates

• Prepare customer information packets and promotional items

Operational Support for Training Department Personnel: 25%

• Order requested supplies for internal personnel

• Support Technical instructors with booking offsite training travel, shipping training manuals and training aids, and pre-printing certificates prior to travel

• Manage Purchase Requests for training department contractors/vendors/affiliates; follow through to ensure successful completion/updates of Purchase Orders as required

• Code and manage all vendor invoices in SAP

• Support as department focal point for employee/contractor expense reimbursement system/process

• Support with the organization of customer and/or department events

• Manage inventory for breakroom, company store, and customer promotional items

• Manage company store to include financial transactions and schedule quarterly business reviews with Head of Customer Training and Training Business Analyst/Project Manager

Training Coordination Support: 25%

• Answer customer training inquiries/requests in a timely manner

• Prepare single-event agreements for customers and assist with long-term complex training offers (5,10, 15 years).

• Assist customers with the enrollment process

• Utilizes departmental LMS to schedule/create classes for training.

• Assign classes to specific classrooms and in conjunctions with applicable supervisors, coordinate instructor schedules to ensure best utilization of instructor personnel.

• Resolve scheduling conflicts as a result of customer time constraints and internal resource challenges.

Additional Responsibilities:

Other duties as assigned:

• S&S support for special projects as needed

• Executive support as needed

Your boarding pass:

Education:

Required

• High School or GED equivalent

Preferred

• Bachelor's Degree

Experience:

Required

• Minimum of 6 years of administrative experience.

Preferred

• Related experience in highly regulated fields such as aviation, government contracting, or healthcare

• Internal, external, domestic and international collaboration with all levels of the organization and serve as a liaison between departments and customers.

• Logistic and catering coordination for meetings and conferences.

• Coordinating conferences

• Concur travel system experience

• Expense report reconciliation and processing

• International and domestic travel arrangements, including hotel and transportation

• Outlook calendar and meeting space management

• Coordinate training and onboarding

• Manage, track and code invoices

Licensure/Certifications:

Required

• Notary Public

Preferred

• Lean Six Sigma, QMS-related certifications a plus

Travel Required:

• 0% Domestic and International

Citizenship:

• Authorized to Work in the US

Clearance:

• None

Qualified Skills:

Knowledge, Skills, Demonstrated Capabilities:

Required

• Professional and polished presentation and communication skills due to high level of customer interaction

• Ability to interact with customer executives (read, write, speak)

• Patience and discretion a must due to handling of sensitive customer data

• Attention to detail and uncompromising on quality

Preferred

• None

Communication Skills:

Required:

• Ability to communicate effectively in verbal and written form in English

• Fluency in the English languages (read, write, speak) required

Preferred:

• Fluency in the Spanish languages (read, write, speak)

Technical Systems Proficiency:

Required:

• SAP experience

• Click-n-Buy experience

• General procurement process experience

• Google platform

Preferred:

• MS Office Suite

Complexity of the Role:

Level of Decision Making:

• Responsible for customer satisfaction

Organizational information:

Reports to the Supervisor of Customer Training. Works with the Administrative Training Coordinator, Master Scheduler, Financial Administrator, and other departments such as Flight Operations.

Direct Reports:

Is this a people manager?

# of Exempt Reports: 0

# of Non-exempt Reports: 0

Job Dimensions:

• This is a position of significant responsibility, not only due to its business impact, but also due to the documentation requirements, sensitivity of data and legal risks associated with customer training services. The person responsible in this position will have to be extremely customer service focused, uncompromising on the quality and professionalism that they convey, and be able to work in a closely coordinated front office team dedicated to all the customer and operational aspect of delivering Airbus training services in North America.

Nature of Contacts:

• Involved Communication on a daily Basis with internal and external parties

Physical Requirements:

• Onsite or remote: Over 95% Onsite

• Vision: able to see and read computer screens and other electronic equipment with screens, able to read documents, reports and engineering drawings. 100%

• Hearing: able to participate in conversations in person and via teleconference or phone and to hear sounds on the production floor including safety warnings or alarms. 100%

• Speaking: able to speak in conversations and meetings, deliver information and participate in communications. 100%

• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts. 100%

• Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs. 15%

• Lifting: able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs. 25%

• Pushing / Pulling: able to push and pull small office furniture and some equipment and tools. 20%

• Sitting: able to sit for long periods of time in meetings, working on the computer. 100%

• Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving. 15%

• Standing: able to stand for discussions in offices or on the production floor. 50%

• Travel: able to travel independently and at short notice. Limited to no travel

• Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office and production areas including uneven surfaces. 25%

• Personal Protective Equipment required: Required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection, Respirators/Masks, and/or Protective Gloves as required by site and/or customer site

• Administrative position only PPE required: Steel-toed shoes are required for all shop floor visits, appropriate hearing/eye protection may also be required when visiting the shop floor.

Equal Opportunity:

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status

As a leader in our field, Airbus Helicopters, Inc. provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.

As a matter of policy, Airbus Helicopters, Inc. does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered.

Airbus Helicopters, Inc. does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice.

NOTE: Airbus Helicopters, Inc. reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company's success, reputation and sustainable growth.

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Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported toemsom@airbus.com.