POSITION OVERVIEW
Under the guidance of the Operations Manager, coordinate daily base operations. This includes, but is not limited to, coordinating with Lafayette Scheduling and base maintenance to ensure the proper staffing of aircraft to meet the customer needs.
Proficiency in RAMCO required for log entries, entry of daily flight data for customer billing requirements and tracking of time-limited maintenance components, occurrence reporting, and data research and interpretation for coordinating with billing and/or the customer. Documentation of all FAA regulations.
ESSENTIAL DUTIES & ACCOUNTABILITIES
Duties will vary based on needs specific to each location. The Base Admin will complete all other duties assigned by the Operations Manager.
Serve as PHI’s first line representative when working with customers. The Admin Assistant is expected to be gracious, professional, and courteous when working with both external customers as well as our internal customers.
Coordinate with passenger and customer representatives, typically dispatchers, to ensure the correct flight information is passed on to the pilots. Ensure that all customer demands are safely met.
Receive customer and PHI cargo in accordance with PHI policy regarding prior notification.
Check all incoming Hazardous Material (HazMat) cargo and paperwork for compliance with current federal regulations. Customer cargo must also be in compliance with PHI’s prior notification guidelines. Notify appropriate pilots of HazMat shipments and present them with the required paperwork.
Coordinate with appropriate pilots on passenger information, including but not limited to, destination, departure times, customer desired routing, outbound personnel and baggage weights, outbound cargo weights, and inbound passenger, baggage and cargo weights. Advise pilots of any additional customer requirements such as delays, anticipated waits or shutdowns offshore, etc.
Receive and distribute both PHI and customer mail and paperwork as required.
Check daily flight sheets and EFB entries for accuracy and correct as necessary. Enter required information in RAMCO.
Monitor and assist Lafayette Scheduling Department on Special Flight Requests (ad hoc) and VIP flights to ensure all requirements are safely met. Advise the Base Maintenance Department of upcoming flights and any additional services or equipment required by the customer. Keep Operations Manager advised of flight’s progress and any issues which arise before and during the flight. Pass along any customer comments concerning the conduct of the flight to the Operations Manager.
Assist the Lafayette Scheduling Department with daily aircraft and pilot assignments and ensure all affected personnel and Operations Manager are notified. When requested by Lafayette Scheduling, assist in contacting pilots to fill open slots (work over).
Ensure an adequate inventory of office supplies and company forms are maintained to prevent any disruption of the day-to-day business schedule. Work with janitorial staff to ensure they maintain an adequate inventory of necessary items to maintain cleanliness of the base.
Be prepared to assist in or assume flight following responsibilities should the Lafayette Communications Center be out of service.
Be prepared to initiate the Emergency Response/Notification procedure should the need arise.
When requested, assist short service employees with questions concerning PHI company policy, paperwork, base specific procedures, etc.
As needed, schedule or assist in the assignment of quarters for PHI personnel.
Upon request, assist Lafayette Billing or the other Departments that may require historical data concerning flights conducted at the base.
Work with PHI’s customs broker or US Customs to ensure all regulated flights are conducted in accordance with existing regulations.
Ensure that all passengers flying on aircraft that fall under the 12-5 rule have been cleared through the appropriate authority.
Monitor security procedures that take place at or near your workstation and ensure that individual customer requirements are complied with. This may include portal scanning, baggage search or x-ray, electronic body scanning, personal search, etc. Ensure security personnel are following established procedures and are complying with Federal, State, or customer requirements.
Monitor all contract personnel involved in the passenger/baggage process. This includes security, HLO/HDAs and any counter personnel that may be assigned. All issues arising involving contracted personnel must be reported to the Operations Manager.
Where necessary, assist passengers with the sign-in, weigh-in, and baggage check and security process. Report any unruly passengers to the Operations Manager. Any passengers who appear to be impaired or under the influence should also be reported immediately.
Report all injuries, slips, trips or falls as soon as possible to the Operations Manager. Near misses or the potential for the above occurrences should also be reported. Unusual or out of the ordinary issues or occurrences must also be reported as above.
Accumulate passenger baggage and appropriate cargo and load onto aircraft. Loading onto aircraft may be required while helicopter is running.
Assemble and verify passengers for assigned flights and escort passengers to helicopter. Monitor passengers for appropriate boarding procedures. Escort and boarding may be required while helicopter is running.
Provide fueling to aircraft while aircraft is running (hot fuel).
Perform duties assigned by the Base Manager.
QUALIFICATION REQUIREMENTS
High school diploma
3-5 years’ experience with Windows, Excel and Access
Weather certified
10 Keypad proficiency
Excellent Public Relations, Customer Service, and interpersonal skills
ORGANIZATIONAL CORE VALUES
Safe – We are absolute in our belief in the tenets of Destination Zero and that Zero is not only achievable, but the only acceptable outcome.
Efficient – We are focused on outcomes that are smart and responsible by making the best use of our resources to maximize overall productivity as a high performing organization.
Quality – We are committed to ensuring excellent organizational performance, which produces sustainable and reliable outcomes.
Service – We are dedicated to the service of our customers, our communities and each other.
BEHAVORIAL COMPETENCIES
Drive & Energy - Effective performers have a high level of energy and the motivation to sustain it over time. They are ambitious and passionate about their role in the organization. They have the stamina and endurance to handle the substantial workload present in today’s organization. They are motivated to maintain a fast pace and continue to produce even in exhausting circumstances.
Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty (e.g., finance, marketing, operations, information technologies, human resources, etc.). They add organizational value through unique expertise in a functional specialty area. They remain current in their area of expertise and serve as a resource in that area for the organization.
High Standards - Effective performers establish and model standards that guarantee exceptional quality and necessary attention to detail. They continually seek to improve processes and products, and they hold staff accountable for quality. They find best practices, share them, and then improve upon them.
Initiative - Effective performers are proactive and act without being prompted. They don’t wait to be told what to do or when to do it. They see a need, take responsibility and act on it. They make things happen.
Integrity - Effective performers think and act ethically and honestly. They apply ethical standards of behavior to daily work activities. They take responsibility for their actions and foster a work environment where integrity is rewarded.
HSEQ DUTIES & RESPONSIBILITIES
Understand and provide visible support of Destination Zero
Practice job duties with Safety at the core of all tasks
A job is not complete unless it is done safely
Stand-Up, Speak-Out, and Take-Action – Do the right thing when no one is looking, report safety concerns, near misses and incidents to management, use the Stop Work authority to immediately stop unsafe acts or work practices.
DIMENSIONS
Maintain approximately 6 full-time customers and approximately 10 aircraft special monthly. Maintain flights manifest on approximately 30 aircraft a day.
Approximately 2000 pages of data entry on a monthly billing and maintenance record.
PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS
PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle or feel, and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. While performing the duties of this job, the employee is regularly required to lift and/or move up to 10 pounds. The special vision abilities for this job are close vision, distance vision, color vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT:
While performing the duties of this job, the employee is occasionally exposed to wet or humid conditions (non-weather). Exposed to working near moving mechanical parts, fumes, and airborne particles, the risk of electrical shock from normal voltage and outdoor weather conditions. The noise level in the work environment is usually moderate with occasional loud noise due to departing or landing aircraft.
DISCLAIMER
The above Statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
PHI Aviation, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws