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Adminstrative Assistant (Aviation Focus)

Akima

Anchorage, AK

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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Airport Management, Airport Security, Analysis Skills, Aviation Industry, Billing, Billing Records, Cargo/Freight, Community Support, Contract Management, Contract Requirements, Contract Review, Cross-Functional, Detail Oriented, Diversity, Document Management, Documentation, Environmental Compliance, Federal Aviation Administration (FAA), File Audits, Financial Transactions, Government, Internal Audit, Leadership, Legal, Lift/Move 25 Pounds, Logistics, Maintain Compliance, Medical Conditions, Microsoft Excel, Multitasking, Onboarding, Operational Support, Organizational Skills, Physical Demands, Prepare Correspondence, Procedure Development, Reconciliation, Record Keeping, Records Management, Regulations, Regulatory Compliance, Research Administration, Security Compliance, Service Delivery, Spreadsheets, Support Documentation, Systems Administration/Management, Time Management, Typing
LOCATION
Anchorage, AK
POSTED
1 day ago
This position provides administrative, contract, and billing support within a regulated aviation ground operations environment. The role supports aviation operations through accurate contract documentation, operational billing support, compliance records management, and reporting functions.


This is a specialized aviation operations support role and not a general administrative position.


Candidates must have direct aviation experience in airline operations, airport operations, ground handling, cargo operations, or aviation logistics environments. Experience outside aviation or regulated operational environments will not be considered sufficient.


Reports To:


Director of Administration


Role Clarity:


+ This position provides administrative and operational support functions only.

+ The role does not approve invoices, post financial transactions, or make financial authorization decisions.

+ Responsibilities focus on documentation accuracy, billing support, operational reconciliation, compliance tracking, and administrative coordination.

+ Work is performed under direct supervision with established procedures and escalation processes.


Responsibilities


Aviation Administrative & Operations Support:


+ Provide administrative support within aviation ground operations in a regulated airport environment.

+ Maintain accurate operational, employee, and compliance records tied to aviation activity.

+ Manage structured filing systems for contracts, operations records, onboarding, and compliance documentation.

+ Prepare correspondence, spreadsheets, summaries, and operational reports as required.

+ Support aviation contract billing by validating operational activity against contract terms, service delivery records, and billing documentation requirements.

+ Review and reconcile discrepancies between operational logs, service records, and billing support documentation.

+ Ensure billing support files are complete, accurate, and properly documented prior to submission to accounting.

+ Support documentation requirements related to invoice processing, contract compliance, and audit verification.

+ Coordinate with operations and accounting teams to resolve documentation or data discrepancies impacting billing accuracy.

+ Maintain airport badging records, onboarding documentation, and security compliance files in coordination with airport authorities.

+ Maintain DOT/FAA and other regulatory files in audit-ready condition.

+ Ensure required compliance documentation is complete, accurate, and properly maintained.


Reporting & Coordination:


+ Prepare spreadsheets, summaries, and reports related to contract performance, billing accuracy, and operational activity.

+ Track assigned administrative and contract-related tasks and provide status updates to leadership.

+ Support internal audits, contract reviews, and compliance checks.

+ Perform basic research and administrative analysis supporting aviation contract and billing activities.

+ Assist in identifying discrepancies and dependencies between operations, accounting, and service providers related to billing and documentation processes.


Other Duties:


+ Must be able to perform other related duties as assigned in support of aviation operations, contract administration, billing support, and compliance requirements .


Qualifications


+ 3+ years of direct aviation experience required (airline operations, airport operations, ground handling, cargo, or aviation logistics).

+ Experience in contract support, billing coordination, invoice validation, or operational reconciliation required.

+ Experience working in regulated aviation environments (FAA, TSA, DOT, airport authority, or airline compliance systems) strongly preferred.

+ Strong experience handling structured documentation in operational or compliance-driven environments.

+ Strong Excel skills required, including data tracking, reconciliation, and reporting functions.

+ Must possess advanced attention to detail and organizational skills.

+ Must be able to review and verify work for accuracy and completeness with strong attention to detail.

+ Must be able to maintain accuracy and organization while working under time constraints and operational pressure in a fast-paced aviation environment.

+ Ability to interpret operational documentation and apply it to billing and contract support requirements.

+ Must be willing and able to work nights, weekends, and holidays as operational needs require.

+ Must successfully complete pre-employment non-DOT drug and alcohol screening as a condition of hire.

+ Must be eligible to obtain and maintain airport security badge and required federal clearances.

+ Must be authorized to work in the United States.


Skills & Work Expectations:


+ High accuracy standards — errors may impact billing, compliance, operational reporting, or contract performance.

+ Strong understanding of how aviation operational activity translates into billable contract documentation.

+ Ability to identify discrepancies between operational records, service delivery documentation, and billing support data.

+ Strong organizational and time management skills with the ability to manage multiple priorities.

+ Ability to work cross-functionally with operations, accounting, and leadership teams.

+ Comfortable working in a regulated aviation environment where compliance and documentation integrity are critical.

+ Ability to work under direct supervision with established procedures and escalation protocols.


Physical Demands & Work Environment:


+ Primarily office-based within an airport operations environment.

+ Frequent use of computers, spreadsheets, phones, and document management systems.

+ Frequent sitting and typing; occasional standing, walking, and lifting up to 25 lbs.

+ Work environment may include interruptions and shifting priorities due to airport operational activity and time-sensitive needs.


Flsa Status:


Non-Exempt (Hourly)


Job ID


2026-23187

Work Type


On-Site

Company Description


Work Where it Matters


Pegasus Aviation Services, an Akima company, is not just another aviation contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.


At Pegasus, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.


For our shareholders , Pegasus provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.


For our government customers , Pegasus delivers efficient, flexible, and safe aviation services as it supports domestic and international passenger and freighter airlines.


As a Pegasus employee , you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.
We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job-assist@akima.com or 571-353-7053 (information about job applications status is not available at this contact information).

About the Company

A

Akima