Office Assistant

With decades of factory-trained experience, our technicians have been performing maintenance on a range of turbine aircraft in our Toledo, Ohio (KTOL) and Ft. Lauderdale, Florida (KFXE) Facilities. Toledo Jet offers cost-effective total aircraft maintenance solutions delivered with the experience, skill and knowledge you can trust to service your corporate aircraft.

The Office Assistant is a key support role responsible for ensuring the smooth operation of the front office, assisting with day-to-day administrative tasks, and supporting both internal staff and external customers. This individual will provide exceptional service to visitors, manage supply inventory, assist in basic HR tasks, and coordinate various office and customer service functions.

Office & Administrative Support

• Greet and assist visitors and customers in a professional and friendly manner.
• Answer incoming calls and direct to appropriate personnel.
• Maintain and reorder essential office, kitchen, and restroom supplies (e.g., coffee, paper goods, office stationery).
• Organize and update front lobby areas, including the coffee station and magazine table.
• Pick up lunch or other items for meetings when requested.
• Collect, sort, and distribute incoming mail; send outgoing mail (including customer correspondence).
• Print and post signs, signup sheets, or other internal notices as needed.
• File documents in physical filing cabinets and archive in banker’s boxes.

Customer Service Support

• Coordinate rental car reservations for customers upon request.
• Arrange pick-up for returned vehicles or accompany customers to return vehicles.
• Restock pilot fridge and maintain inventory of promotional items (swag) like keychains and pens.

Corridor / Work Order Assistance

• Run and send daily day labor reports for specific sites (TOL & FXE) to designated team members.
• Review employee timecards for completeness; follow up on missing entries.
• Track work order closings and collect required service invoices.
• Help with organizing and matching vendor bills to corresponding purchase orders and folders.

Employee Support & HR Coordination

• Manage employee badging schedules and maintain updated records of expiration dates.
• Ensure all badge appointments are scheduled within required timeframes and employees have proper documentation.
• Add employee time-off requests to the shared calendar.
• Communicate with uniform vendors regarding orders, sizing, and employee requests.

Event & Special Project Support

• Assist with preparing for special events such as NBAA (National Business Aviation Association) by ordering marketing materials and helping pack crates for shipment.

• High school diploma or equivalent; associate degree or administrative certification preferred.
• Prior experience in office support, customer service, or administrative roles.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Strong communication and organizational skills.
• Ability to multitask and manage competing priorities.
• Reliable transportation (may need to run errands locally).

• On-site position in a professional office setting.
• Some lifting (supplies, crates) may be required.
• Must be able to sit, stand, and move throughout the office for various tasks.

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