Administration and Guest Experience Executive - Glasgow, United Kingdom - Gama Aviation

Gama Aviation
Gama Aviation
Verified Company
Glasgow, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Vacancy Name

  • Administration and Guest Experience Executive

Vacancy No

  • VN851

Employment Type

  • Full-Time

Division

  • Ground

Work Location

Job Details

/ Position**:
Administration and Guest Experience Executive

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/ Location**:Glasgow

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/ Working Hours**:Monday-Friday, 40 hours per week

  • Gama Aviation is currently recruiting for an Administration and Guest Experience Executive to join our talented and progressive team at our FBO based in Glasgow. If you have an eye for detail, are process driven and highly organised, then this role is for you.
  • Reporting to the FBO Operations Manager and Senior Accountant & FBO Analyst, this role will be responsible for providing a high quality and professional experience for all customers, clients and guests onsite. tors to the site. In conjunction with this, you will also provide efficient administration support in order for our facility to function smoothly including the processing of daily invoices from the ERP system, raising AR invoices including fuel and aviation services sales, and supporting financial controls, reconciliations and maintaining up to date procedures.
  • This is an integral role within the team, which requires a diligent and enthusiastic individual who is flexible, hardworking, works well as part of a team and under their own initiative.
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/ About us**:

Gama Aviation is a hugely diverse business that offers much more than perhaps its name would suggest. Yes, we fly but we also save lives, provide mission critical intelligence, and build systems that deliver decisive advantage.

  • With operations in the UK and Middle East, a career with us can offer travel, personal growth opportunities and the ability for longterm progression in a fast paced and dynamic service industry.
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/ Responsibilities**:


  • Utilising the Airops system to generate accurate and professional sales invoices that adhere to company standards and customer requirements
  • Coordinating the complete invoicing process, ensuring that invoices are compiled with the necessary supporting documentation before being sent to customers
  • Assisting with ensuring the accuracy of revenue generation by validating data inputs and crossreferencing against established criteria within the Airops system. This includes ensuring that the correct volumes of fuel delivered to an aircraft has been invoiced for in full
  • Verifying the correct utilisation of revenue codes before initiating the generation of sales invoices, minimizing errors and discrepancies
  • Ensuring that generated invoices are correctly assigned to the respective customers, providing a seamless experience, and addressing any customerspecific needs
  • Collaborating closely with the Operation (FBO) and Group Finance to address and rectify any discrepancies or adjustments required prior to the finalization of invoices
  • Maintaining an uptodate and accurate customer and vendor master data within the Airops system, fostering data integrity and consistency
  • Regularly updating and validating pricing information within the Airops system to match the publish price list
  • Conducting thorough reconciliation of costs and revenue to guarantee financial accuracy and identify any anomalies that require attention
  • Verifying that vendor costs align with established agreements, proactively addressing any discrepancies or concerns
  • Ensuring the precise coding of cost invoices, facilitating proper allocation and enhancing overall financial transparency
  • Providing the highest level of customer service to all passengers/clients/guests by maintaining a pleasant, professional, friendly and outgoing attitude
  • Greeting clients and passengers/clients/guests arriving to the FBO terminal
  • Building strong and lasting relationships with clients, ensuring that customer retention KPIs are met
  • Stocking of lounge ensuring that costs are controlled and stock is accounted for
  • Compiling and organising the flight details for the passengers scheduled to arrive the next day. Assisting with any documentation, third party ordering to support smooth transition of aircraft, crew and passengers
  • Handling customer complaints pleasantly and courteously
  • Maintaining clean and organised client areas and work area
  • Compiling and maintaining guest profiles ensuring that all staff actively gather information on client preferences that can be used to personalize services

/ Skills, Qualifications and Experience required**:

Essential

  • Experience providing extensive administration and/or business support in a customer focussed environment
  • An excellent written and verbal communicator, working with stakeholders at all levels, who can positively reflect our company values and principles
  • Extremely passionate about providing excellent Customer Services
  • Impeccably organised, and understands the importance of attention to detail when aiming to deliver standout quality in all that you do
  • A cando attitude, adaptable, flexibl
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