Administrative Assistant – Maintenance

Administrative Assistant

The Administrative Assistant provides high-level administrative support and exceptional customer service to The Blackhawk Group and its clients. This role serves as the primary liaison between the Director of Maintenance, customers, internal departments, and third-party support related to aircraft maintenance operations.

The Administrative Assistant is highly organized, customer-focused, discreet, and capable of managing multiple priorities in a fast-paced aviation environment while supporting operational efficiency, compliance, and financial processes within the maintenance department.

Essential Functions

· Serve as the primary point of contact for customers via phone, email, and in-person interactions, ensuring timely, professional, and accurate communication

· Coordinate communication between maintenance leadership, customers, internal departments, and vendors

· Maintain professional relationships and provide high-level customer support throughout maintenance events

· Open and close Corridor work orders as required

· Draft aircraft logbook record entries as work is completed

· Manage maintenance scheduling and coordinate aircraft maintenance events

· Work closely with the Parts Department and shop personnel to expedite work order flow

· Collaborate with Warranty Administrator to ensure timely filing and billing

· Manage aircraft wash service purchase orders and payments

· Review billing for accuracy and perform adjustments as needed

· Prepare and issue customer invoices

· Generate month-end reports for the Accounting Department

· Support department workflow and operational coordination

· Perform additional administrative and operational duties as assigned by the Director of Maintenance

Job Qualifications

· High School Diploma or equivalent required

· Bachelor's degree in Business, Marketing, Communications, or related field preferred

· 2–3 years of customer service, administrative assistant, or executive assistant experience required

· Aviation industry exposure preferred but not required

· Experience working with ERP or maintenance tracking systems preferred (Corridor a plus)

· Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) required

Knowledge, Skills, Competencies

· Demonstrates professionalism, responsiveness, and discretion when interacting with customers and stakeholders.

· Communicates clearly and effectively both verbally and in writing.

· Manages multiple tasks, documents, and deadlines with accuracy and consistency.

· Works effectively with maintenance staff, leadership, and cross-functional departments.

· Handles competing priorities in a fast-paced operational environment.

· Maintains confidentiality, sound judgment, and strong ethical standards.

· Self-starter who demonstrates curiosity, adaptability, and a desire to learn and grow within the organization.

Travel Requirements

· Travel Required: Periodic

· % of Travel Time: 5-10%