FBO Administrative Manager

Description

About Vantage Aviation:

Vantage is a fully integrated, multi-vertical business aviation firm that specializes in all things’ private aviation. Hangar leasing, fuel and ground handling support, aircraft management and charter services, flight training schools, and turbine maintenance services are all within our scope of capability and expertise. Vantage Aviation is a private equity backed, fully integrated business aviation firm pursuing FBO, MRO, and 135 charter acquisitions and development opportunities throughout North America. 

We seek opportunities where airport sponsors and their aviation stakeholders can benefit from our highly integrated, full-service offering. Our menu of services meets the highest Minimum Standards of Service within the industry, allowing us to provide a better service for all those who enjoy the benefits of general and business aviation. 

Position Summary:

The FBO Administrative Manager is responsible for overseeing the day-to-day administrative and business support functions of the Fixed Base Operation. This position works closely with the FBO General Manager and operational leadership to ensure the location operates efficiently, professionally, and in accordance with company policies and procedures.

The FBO Administrative Manager serves as a key point of coordination between employees, customers, vendors, corporate departments, and airport stakeholders. The ideal candidate is highly organized, service-oriented, detail-focused, and comfortable working in a fast-paced aviation environment where priorities can change quickly.

Requirements

Essential Responsibilities & Duties:

• Manage the daily administrative functions of the FBO and provide direct administrative support to the General Manager and local leadership team.
• Coordinate office operations, correspondence, filing, recordkeeping, scheduling, and general administrative activities.
•  Support accounts payable, accounts receivable, invoice processing, purchase orders, deposits, expense reporting, and other accounting functions in coordination with the corporate accounting team.
• Maintain accurate vendor, customer, lease, insurance, licensing, and regulatory records.
• Assist management with preparation of reports, budgets, financial information, operational statistics, and other management information.
• Coordinate purchasing office supplies, uniforms, employee materials, and other operational requirements.
• Assist with customer accounts, billing questions, hangar and tenant documentation, and administrative aspects of customer agreements.
• Provide support to the customer service team and assist with customer-facing responsibilities during periods of high activity or as operational needs require.
• Maintain a professional and welcoming office and FBO environment consistent with Vantage Aviation's standards for customer service.
• Coordinate meetings, employee communications, company events, airport meetings, and other local activities.
• Assist with maintaining compliance with documentation, safety records, training records, and company policies and procedures.
• Support communications and administrative coordination with airport management, airport authorities, municipalities, tenants, vendors, and other community stakeholders.
• Maintain confidentiality regarding employee, customer, financial, and company information.
• Identify opportunities to improve administrative processes, organization, communication, and overall operating efficiency.
• Perform other duties and special projects as assigned by the FBO General Manager or company leadership.
• Assist with Wing Walking, ramp operations, and luggage services when needed.
• Assist with and maintain employee safety, culture, and morale. 
• Perform other duties as assigned.

Required Qualifications:

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a dynamic operating environment.
• Strong written and verbal communication skills.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office and the ability to learn aviation, accounting, scheduling, and company-specific software platforms.
• Basic understanding of accounting and financial processes.
• Ability to exercise discretion and maintain confidentiality.
• Strong commitment to teamwork, safety, and operational excellence.
• Experience – 1 to 3 years of administrative, office management, and business operations.
• Able to pass a background check and drug screen.

Preferred Qualifications:

• Previous aviation, FBO, airport, hospitality, or customer service experience is strongly preferred.

Travel Requirements:

• None.

Working Conditions & Physical Demands:

• Primarily works in a professional office and FBO environment with regular interaction with employees, customers, tenants, vendors, and aviation personnel.
• May occasionally work in or around hangars, ramps, and other operational areas and may be exposed to aircraft noise, moving equipment, fumes, and varying weather conditions.
• Must be able to work effectively in a fast-paced, customer-focused environment while managing multiple priorities, deadlines, and interruptions.
• Schedule may occasionally require flexibility, including early mornings, evenings, weekends, or holidays based on operational needs, special events, or staffing requirements.
• Regular use of computers, phones, and other standard office equipment is required, with extended periods of sitting, standing, and performing administrative tasks.
• Ability to push, pull, and lift up to 50 lbs. 

Compensation & Benefits:

• HSA with company match on applicable plans
• Medical, dental, vision insurance
• Company paid Short Term Disability and Basic Life and AD&D
• Paid time off
• 401(k) with company match
• On Demand Pay
• Employee Assistance Program

Confidentiality & Disclosure:

Vantage Aviation is an Equal Opportunity Employer. We are committed to fostering an inclusive workplace and providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state or local laws. This job description outlines the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions without imposing undue hardship on the organization. If you require reasonable accommodations during the application or interview process, or to perform the essential functions of this position, please contact [email protected]. We are here to support you.

Vantage Aviation is committed to a safe and productive work environment and operates as a drug- and alcohol-free workplace. Employees must report to work free from any substance that could impair job performance. Drug and alcohol testing may be required in accordance with law and company policy, including for reasonable suspicion or following a workplace accident or injury. Violations may result in disciplinary action, up to and including termination.