Front Desk Staff - Office Manager

Front Desk Staff - Office Manager SoCal Flying Club El Monte, CA Job Details Full-time $19 - $30 an hour 1 hour ago Benefits Health insurance 401(k) Paid time off Flexible schedule Qualifications Customer communication Dispatching Data management Attention to detail Staff training

QuickBooks Full Job Description About Us :

We are a Part 61 flight school providing flight training and aircraft rental. Our operation requires strong organization, clear communication, and the ability to manage multiple moving parts at once. This role is essential to keeping daily operations running smoothly.

Position Overview :

The Front Desk / Office Manager is the central hub of the flight school. You will coordinate between students, instructors, maintenance, HR, accountants, and management while handling scheduling, compliance tracking, and administrative duties. This is not a passive front desk role. We are looking for someone who can take initiative, stay organized under pressure, and solve problems independently.

Key Responsibilities:

1. Front Desk Operations Answer incoming calls and assist walk-in customers Provide information on programs, pricing, and scheduling Act as a primary point of contact for general inquiries 2. Scheduling & Dispatch Schedule students, instructors, and aircraft Monitor daily flight activity and adjust schedule as needed Handle cancellations, rescheduling, and no-shows 3. Customer & Student Management Assisting new and returning students Verify required information (e.g., TSA requirements if applicable) Maintain accurate student and instructor records 4. Financial & Billing Support Review and verify cash and check payments, match transactions to internal records Assist with invoice corrections and billing discrepancies Support accounting by clarifying expenses and payment allocations Prepare information for instructor pay cycles 5. Record Keeping & Compliance Organize files for easy access and compliance (TSA / FAA inspections) Maintain compliance with operational and regulatory requirements related to business permits and airport operations Identify and correct discrepancies in records or transactions for business expenses 6. Operational Support Coordinate aircraft maintenance scheduling and communication Research and order required parts for maintenance Input parts and process work orders via Quickbooks Update navigational data in aircraft database. (Every 28 days) Communicate with aircraft vendors and service providers Support purchasing or selling of aircraft process 7. Office & Administrative Tasks Assist with insurance communication and renewals Prepare expense reports for accounting Generate aircraft reports for quarterly leaseback statements Monitor weekend transactions and verify required information Deliver deposits and retrieve documents from the main office Travel to post office to mail certified documents Manage gate access for vendors, handymen, and staff 8. Daily Workflow Oversight Oversee daily operational flow from opening to closing Prioritize tasks based on urgency and impact Act as point of contact for operational issues Oversee overall condition of office and common areas Coordinate cleaning, maintenance, and vendor services for aircraft and facilities Manage purchasing, inventory, and replenishment of office and facility supplies 9. Training & Transition Support Train new staff on systems, workflows, and procedures Provide hands-on guidance and task-specific oversight Gradually transition responsibilities based on competency

Qualifications:

Strong organizational and multitasking skills Ability to work independently and make decisions confidently Excellent communication and customer service skills Comfortable handling multiple priorities Strong sense of responsibility and follow-through Basic proficiency with computers (email, scheduling systems, spreadsheets, Quickbooks) Prior administrative or office management experience preferred Aviation experience is a plus, but not required

Preferred Traits:

Highly reliable and accountable without constant supervision Detail-oriented and proactive Calm under pressure and adaptable Strong problem-solving mindset Professional and respectful in all interactions How to

Apply:

Please submit your resume along with a brief message explaining your interest in the position.

Pay:

$19.00 - $30.00 per hour

Benefits:

401(k) Flexible schedule Health insurance Paid time off

Work Location:

In person