QR21024 - Administration Officer | Production Oversight & Aircraft Deliveries | Seattle - USA

Qatar Airways

Seattle technical-engineering
About Your Job:

You will provide a range of administrative, logistical and organisational support to the SVP Production Oversight and Aircraft Deliveries, and team members. You will manage and evaluate all requests from within the department and ensure all are within corporate guidelines, including but not limited to manpower movements, leave, duty travel requests, scheduling, cost control, agency related queries, proposals and arrangements with external authorities. You will effectively support the preparation of reports and special projects related to the activities of the department.

Your Key Accountabilities include:

Operational

  • Act as first point of contact for SVP Production Oversight and Aircraft Deliveries for incoming queries internal and external stakeholders. To act as the link between Technical department and other related QR departments.
  • To record, filter, disseminate and communicate all incoming and outgoing matters to Line Manager taking follow-up action where appropriate.
  • Manage and co-ordinate internal and external communications including handling all calls of station/regional office in efficient and professional manner. To independently manage correspondence both with internal and external parties, based on guidelines, and outlines set
  • Responsible for transcribing any corporate strategies from higher management and finalizing draft documents.
  • Control and transmit post-delivery documents required by the Civil Aviation Authority, Technical Records, and Flight Operations and Quality Assurance departments.
  • To provide administrative support to the Line Manager including distributing post, word processing, preparation of PowerPoint presentations, drafting of letters, electronic communications, minute-taking, setting up and maintaining excel spreadsheets, data input into databases.
  • Implement new, and maintain existing databases, file management, diary management, photocopying, faxing, and any other related duties.
  • Support the SVP Production Oversight and Aircraft Deliveries for Contracts and Procurement requirements for real time monitoring and processing requests, including Independent Contracted Inspectors and subsequent invoicing for services rendered.
  • Responsible for working with Procurement and Contract Departments to establish, review, and maintain Contracted Hotels in TLS, HAM, SEA, BHD and SAV, in support of Production Oversight and Aircraft Deliveries Department operational requirements (not limited to Airbus, Boeing, and Gulfstream). Liaise with QR Station finance offices in New York for creation and establishment of Direct Bill associated with the established Contracted Hotels for Production Oversight and Aircraft Deliveries Department, at Locations (TLS, HAM, SEA and SAV).
  • Make transportation, and hotel accommodation arrangements for SVP and visitors to Washington office in line with internal guidelines and procedures.
  • Prepare official memoranda on behalf of SVP Production Oversight and Aircraft Deliveries.
  • Create, and endorse workflow requests including but not limited to Urgent Approval Requests, and Purchase Orders.
  • Perform complex and confidential projects with consistently high level of professionalism.
  • Plan and execute internal meetings as well as external Regional and USA Conferences.
  • Establish and maintain positive relationships with Internal Managers, colleagues and staff as well as external contacts, including but not limited to organizations and businesses.
  • Responsible for generating business documentation, including but not limited to report writing, presentation creation and spread sheet preparation and distribution.
  • Plan, organise and prioritise tasks in order to meet deadlines, as well as work with minimal supervision and attend meetings where required to record minutes, manage administration, assist with reports.
  • Update the Department SharePoint site, to enhance the efficiency of Data retrieval / management.

 

You will provide a range of administrative, logistical and organisational support to the SVP Production Oversight and Aircraft Deliveries, and team members. You will manage and evaluate all requests from within the department and ensure all are within corporate guidelines, including but not limited to manpower movements, leave, duty travel requests, scheduling, cost control, agency related queries, proposals and arrangements with external authorities. You will effectively support the preparation of reports and special projects related to the activities of the department.

Your Key Accountabilities include:

Operational

  • Act as first point of contact for SVP Production Oversight and Aircraft Deliveries for incoming queries internal and external stakeholders. To act as the link between Technical department and other related QR departments.
  • To record, filter, disseminate and communicate all incoming and outgoing matters to Line Manager taking follow-up action where appropriate.
  • Manage and co-ordinate internal and external communications including handling all calls of station/regional office in efficient and professional manner. To independently manage correspondence both with internal and external parties, based on guidelines, and outlines set
  • Responsible for transcribing any corporate strategies from higher management and finalizing draft documents.
  • Control and transmit post-delivery documents required by the Civil Aviation Authority, Technical Records, and Flight Operations and Quality Assurance departments.
  • To provide administrative support to the Line Manager including distributing post, word processing, preparation of PowerPoint presentations, drafting of letters, electronic communications, minute-taking, setting up and maintaining excel spreadsheets, data input into databases.
  • Implement new, and maintain existing databases, file management, diary management, photocopying, faxing, and any other related duties.
  • Support the SVP Production Oversight and Aircraft Deliveries for Contracts and Procurement requirements for real time monitoring and processing requests, including Independent Contracted Inspectors and subsequent invoicing for services rendered.
  • Responsible for working with Procurement and Contract Departments to establish, review, and maintain Contracted Hotels in TLS, HAM, SEA, BHD and SAV, in support of Production Oversight and Aircraft Deliveries Department operational requirements (not limited to Airbus, Boeing, and Gulfstream). Liaise with QR Station finance offices in New York for creation and establishment of Direct Bill associated with the established Contracted Hotels for Production Oversight and Aircraft Deliveries Department, at Locations (TLS, HAM, SEA and SAV).
  • Make transportation, and hotel accommodation arrangements for SVP and visitors to Washington office in line with internal guidelines and procedures.
  • Prepare official memoranda on behalf of SVP Production Oversight and Aircraft Deliveries.
  • Create, and endorse workflow requests including but not limited to Urgent Approval Requests, and Purchase Orders.
  • Perform complex and confidential projects with consistently high level of professionalism.
  • Plan and execute internal meetings as well as external Regional and USA Conferences.
  • Establish and maintain positive relationships with Internal Managers, colleagues and staff as well as external contacts, including but not limited to organizations and businesses.
  • Responsible for generating business documentation, including but not limited to report writing, presentation creation and spread sheet preparation and distribution.
  • Plan, organise and prioritise tasks in order to meet deadlines, as well as work with minimal supervision and attend meetings where required to record minutes, manage administration, assist with reports.
  • Update the Department SharePoint site, to enhance the efficiency of Data retrieval / management.

 

About You:

We are looking for a Relevant College or Bachelor’s degree qualification who has a minimum of 4 years of relevant experience. You should have a minimum of 2 years of practical experience in a fast-moving, multi-task environment. You should have good experience in Database administration with excellent written and verbal communication skills.

You should be self-motivated and highly organized with strong interpersonal and team working skills. You must have good computer skills including Microsoft Word, Excel and PowerPoint.

“This role is not eligible for H1-B or L1 visa sponsorship. Applicants authorized to work in US will only be considered for the position”.


Note: you will be required to attach the following:
1. Resume / CV
2. Copy of Highest Educational Certificate
3. Copy of Passport