Parts Sales Administrative Assistant

Company Description:

Fly Alliance is a Part 135 and Part 145 industry leading private aviation group specializing in private jet charter, jet card memberships, aircraft sales, management, parts, and maintenance. Dedicated to providing unparalleled luxury, safety, and efficiency in air travel, the company has close to 30 aircraft, 6 offices across the country, and over 200 employees supporting a global operation. Three consecutive years as a top 20 U.S. operator, Fly Alliance continues to redefine the private aviation landscape.

Role Objective:

To serve as the administrative coordinator for the new and emerging Part Sales Department of Fly Alliance. The role entails not only offering support to the team, but also providing exceptional customer service through a friendly, calm, and confident demeanor, ensuring a positive and professional experience for every client. Responsibilities also include processing sales transactions accurately and efficiently, while serving as the go-to expert for our inventory management system, ensuring smooth operations and system accuracy. The individual will play a key role in supporting both customer satisfaction and internal sales processes.

Essential Job Tasks:

• Assist with various administrative tasks such as data entry, scheduling meetings, preparing reports, and other tasks as requested by management.
• Regularly update and maintain the inventory management system, ensuring accurate records of stock levels, product return and warranty replacements.
• Accurately generate, review, and issue invoices and purchase orders for customers/clients, ensuring timely and correct billing for products and services provided.
• Track and follow-up on outstanding payments, initiating payment reminders and working with customers/clients to collect overdue balances in a professional and efficient manner.
• Communicate with customers via email, phone, or other channels to address inquiries, provide account updates, and resolve issues related to invoices, payments, or returns.
• Oversee and manage customer accounts with net terms, ensuring timely and accurate invoicing, payment tracking, and follow-up.
• Monitor and manage the return of parts from customers, ensuring the return process is documented and that inventory is updated accordingly.
• Track due dates for payments, sending reminders and following up with clients on outstanding balances as needed.
• Handle the return of products under warranty, coordinating with customers and vendors to ensure timely and accurate processing of warranty claims.
• Assist the accounts receivable team with weekly tasks such as payment postings, account reconciliations, and handling any customer payment issues.
• Make outbound calls to prospective customers to introduce the company, its products, and services in a professional and engaging manner.

Competencies:

• Demonstrates a strong commitment to providing exceptional customer service by responding promptly to customer needs and resolving issues efficiently.
• Maintains accuracy in processing sales orders, managing inventory systems, and generating reports, ensuring all tasks are completed without errors.
• Exhibits clear, professional, and concise communication, both verbally and in writing, when interacting with customers, sales teams, and internal departments.
• Effectively prioritizes and manages multiple tasks, deadlines, and responsibilities while maintaining a high level of organization in a fast-paced environment.
• Identifies issues proactively and develops solutions to resolve customer concerns, discrepancies in orders, or process inefficiencies.
• Works well with cross-functional teams such as maintenance, and accounting, fostering a cooperative environment to achieve common goals.
• Quickly adapts to changes in procedures, customer requests, or system updates, maintaining flexibility and efficiency in a dynamic work environment.
• Experience utilizing aviation software preferred, not required; Intermediate computer skills with Microsoft Office.
• Driven to meet and exceed performance metrics, such as sales targets, lead conversations, and customer satisfaction, contributing to the overall success of the Parts Sales team.

Work Environment:

• This role is based in a professional office environment, requiring regular use of standard office equipment such as computers, phones, and printers.
• The position involves working in a shared office with the Parts Sales team , fostering a collaborative and team-oriented atmosphere. Close communication and coordination with team members will be essential.

Physical Demands:

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Operate a telephone requiring oral and auditory capacity enabling interpersonal communication.
• Ability to move from department and buildings to interact with others.

Travel:

• No travel required.

Required Education/Experience:

• Minimum of 3 years of aviation sales experience, preferably in a private sector.
• High School diploma or GED.

LANGUAGE SKILLS

• Ability to read, analyze, interpret and understand technical procedures and governmental regulations, sometimes quickly and under stressful or emergency situations. 

Direct Reports:

• This role has no direct reports.

Work Authorization:

• Must be authorized to work in the U.S. and be at least 21 years of age by 1/1/20.

Compensation:

• Competitive pay based on experience
• Medical including Health, Dental and Vision
• Short-Term and Long-Term Disability Insurance
• Paid Holidays
• 401K – After 6 Months of Service
• Paid Time Off
• Profit Share Program