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Administrative Assistant- EWR

Date: Dec 1, 2022

Location: NEWARK, New Jersey, US

Company: Worldwide Flight Services, Inc.


Schedule appointments, give information to callers, and otherwise relieve officials of administrative work and minor administrative and business details by performing the following duties: Reads and routes incoming mail. Locates and attaches the appropriate file to the correspondence to be answered by the supervisor or manager.  Compose and write routine correspondence. Archives correspondence and other records.  Answer the phone and give information to callers or routes call to the appropriate party and place outgoing calls.  Schedule employer appointments.  Greet visitors, check the nature of the business and accompany visitors to the appropriate person.    Compiles and writes statistical reports.  Records the minutes of staff meetings.  Makes copies of correspondence or other printed material.  You can prepare outgoing mail. 


Administrative functions (related to human resources) -  

  • Responsible for the new employee completing all the necessary paperwork of the new employee 
  • Responsible for scheduling them for all security training 
  • You must be able to complete all I9 paperwork successfully 
  • Ability to identify appropriate identification with respect to I9 requirements 
  • Assist in the performance review process (6 months and annual reviews) 
  • Review company policies and procedures with new employees 
  • Assist in sending new hires for drug/alcohol/physical testing/exam 
  • Distribute all monthly PTOs to all employees (HR will provide you) 
  • Assist hr in communicating with employees (where appropriate) 
  • Complete all personnel changes for all employees 
  • Assist in sending employees for random drug/alcohol testing on a quarterly basis 
  • Assist with any other tasks requested by leadership 

Administrative functions (related to the operation) 

  • Help with payroll if needed 
  • Monitor and order office supplies 
  • Answering phones, taking and relaying messages 
  • An organization's presentation of all purchase orders and sales orders. 
  • Reply to any emails regarding new employees, sales orders and work orders from the headquarters. 
  • Print, email, or submit any documentation regarding THE PMI and employees provided by supervisors.  
  • Organized and send weekly bags to headquarters provided by managers. 
  • Configure any shipping box or package that the supervisor may need. 
  • Assist with any other tasks requested by leadership 

Issuing Officer Duties 

  • Processes and issues security badges, public side badges, and airport parking permits in accordance with TSA and Government Agency regulations. 
  • Evaluates multiple security badge applications for the accuracy and suitability of requests. Ensure that copies of correct documentation and training are included. 
  • Performs data entry of highly confidential and security-sensitive information materials into a badging database. It ensures the accuracy and legitimacy of the means requested. 
  • Evaluates the submitted government-issued id for authenticity and validity. 
  • Evaluate and capture each applicant's biometric data (fingerprint) ensuring that the content and quality are acceptable to the access control system. 
  • It uses multiple software and hardware programs to produce the appropriate airport identification media. 
  • Maintains and secures highly confidential information for all applicants. Maintains inventory of identification media used in accordance with TSA regulations. 
  • Responsible for the entire airport ID badging process for new hires 
  • Responsible for making/rescheduling the Fingerprint appointment 
  • Responsible for doing/rescheduling AIDS class training 
  • Responsible for completing paperwork correctly and in a timely manner 
  • Responsible for obtaining a copy of the airport badge to provide human resources 
  • Responsible for the badge renewal process for all employees 
  • Assist with any other tasks requested by leadership 

Other Requirements: 

  • Ability to speak effectively to groups of customers or employees of the organization. 
  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. 
  • Ability to solve practical problems and deal with a variety of specific variables in situations where there is only limited standardization.                                                
  • Ability to interpret a variety of instructions provided in written and verbal form 
  • While performing the duties of this job, the employee is regularly required to sit, speak and hear. The employee is frequently required to walk; using finger hands, handling or feeling objects, tools or controls; and reach with your hands and arms. Occasionally the employee is required to stand and crob, kneel, or crawl. 
  • Specific vision skills required by this work include near vision, peripheral vision, depth perception, and the ability to adjust focus. 
  • Ability to lift 35 lbs. 
  • Reports to work on a regular and timely basis. Their working hours are as follows: 7am to 330pm Monday to Friday 
  • To perform this work successfully, an individual must be able to perform every essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or skill required.  

Minimum requirements: 

  • HS diploma required 
  • Ability to read, write, speak fluently, and understand the English language 
  • computer science 
  • Excellent organizational skills 
  • Exceptional communication skills 
  • Excellent computer skills and experience with Word, Excel and Outlook 
  • Able to multitask and prioritize 
  • Strong communication skills, written and verbal 
  • Highly self-moving, organized and detail-oriented 
  • trustworthy 
  • Attention to detail and precision 
  • Work well with minimal supervision  
  • Ability to maintain confidentiality 
  • Positive and accessible 
  • Confidentiality regarding all performance reviews, merit increase, employee hourly rates. 

Other Duties: 


Please note that this job description is not designed to cover or contain a complete list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

By signing this job description, you are acknowledging your role as an administrative assistant, and you are aware of your responsibilities. 


At Oxford ATS, each eligible employee receives a competitive total compensation package that includes: 

  • 401(k) 
  • Dental insurance 
  • health insurance 
  • Paid time off 
  • Referral program 
  • Vision insurance 
  • Our employees also receive paid Vacations, Holidays and Sick days. Please note that benefits may vary by site.