Title:  Executive, Admin

Role Purpose
The Administrative Executive provides comprehensive administrative, finance coordination, and facilities support to Pacific Flight Services (PFS). The role supports day‑to‑day operational effectiveness by coordinating finance processes, staff claims, sales billing requests, facilities upkeep, and general administrative functions in accordance with company policies and procedures.

Key Responsibilities
1. Finance & Billing Administration
- Coordinate finance-related administrative activities, including invoice processing, expense tracking, and payment follow‑ups.
- Process ePRs, invoices, billing documentation, and related records accurately and in a timely manner.
- Maintain finance tracking logs to ensure completeness, accuracy, and avoidance of duplication.
- Liaise with Finance and relevant internal stakeholders to support timely payment and reconciliation of invoices.
- Assist the Sales team with billing requests, including preparation, submission, verification, and coordination of billing documentation with Finance.

2. Claims, Allowances & Staff Support
- Assist pilots with claims submission, documentation, and follow‑ups as required.
- Support processing of pilot flight allowances, P‑card transactions, and expense claims in accordance with internal guidelines.
- Coordinate with Finance, Payroll, and Procurement to resolve discrepancies, missing documentation, or exceptions.
- Support contract staff and flight attendants’ payment and claims‑related administration where applicable. 

3. Fixed Assets & Inventory Management
- Maintain accurate fixed asset registers, including additions, disposals, and transfers.
- Coordinate annual fixed asset mustering exercises and physical verification of assigned assets.
- Ensure timely registration, tracking, and documentation of IT equipment and other company assets.
- Liaise with Finance, IT, and Security on asset‑related matters and compliance requirements.

4. Facilities & Premises Coordination
- Coordinate with contractors, vendors, and service providers for upkeep, maintenance, and minor works for office and operational premises.
- Raise and track facilities, IT, Finance, and EFM service tickets as required.
- Monitor completion of works and follow up to ensure service standards are met.
- Support facilities‑related procurement and vendor coordination activities. 

5. General Administration & Operational Support
- Provide administrative support for staff onboarding and offboarding, including access, passes, equipment issuance, and exit clearance.
- Manage security passes, airport access passes, and related records for staff and visitors.
- Maintain administrative records, filing systems, and staff documentation in compliance with policies.
- Support coordination of uniforms, equipment, pantry supplies, and office administration.
- Maintain records related to headcount, training, certifications, and operational compliance.
- Perform ad hoc administrative duties as assigned to support operational needs. 

6. Process Improvement & Governance

- Review and streamline administrative, finance, and claims workflows to improve efficiency, accuracy, and turnaround time.

- Identify process gaps and recommend improvements aligned with audit, compliance, and internal controls requirements.
- Develop and maintain standard operating procedures (SOPs) and user guides for administrative and finance processes.
- Support preparation for internal and external audits, ensuring documentation readiness and compliance with regulatory and company standards.

7. Financial Tracking & Reporting Support

- Consolidate and track departmental operating expenses, commitments, and budget utilisation.
- Prepare periodic reports on billing status, outstanding receivables, claims trends, and expenditure tracking.
- Highlight variances, anomalies, or delays and recommend corrective actions.
- Support financial forecasting inputs by providing accurate administrative and operational data.

8. Operational Coordination & Cross-Functional Support

- Act as a coordination point between Operations, Finance, HR, Procurement, IT, and external stakeholders to ensure seamless workflow execution.
- Support operational readiness by ensuring administrative, documentation, and logistics requirements are in place.
- Assist in planning and coordination of operational projects, events, audits, or inspections.

9. Data Management & Digitalisation

- Maintain structured digital records and improve documentation practices to enhance accessibility and auditability.
- Support implementation or enhancement of digital systems (e.g., ePR, claims systems, asset tracking tools).
- Drive adoption of digital tools and automation for administrative and finance processes.

10. Augment Sales Support

- Develop and mantain relationships with commericial aviation clients.
- Prepare sales proposals.
- Coordinate with Flight Operations and Maintenance teams to align service delivery with client requirements.

Requirements
Relevant experience in an administrative or executive support role, preferably in an operational or aviation‑related environment.
Exposure to finance coordination, billing processes, claims handling, and vendor management is advantageous.
Strong organisational skills with attention to detail and ability to manage multiple priorities.
Good stakeholder management and communication skills.
Proficient in Microsoft Office applications and internal enterprise systems.

Key Competencies
Administrative & Financial Coordination
Stakeholder & Vendor Management
Attention to Detail & Compliance
Process Discipline & Documentation
Time Management & Responsiveness