Office Manager (Aviation)

We are seeking an experienced and dedicated Aviation Office Manager to join our dynamic team in the construction industry. You will oversee the daily office functions, manage staff, and support various departments within the organisation. You will be a designated authorised signatory sponsored to ensure all airside passes are complete in compliance with airport requirements. 

 Responsibilities: Authorised Signatory 

• Manage and maintain all employee and vehicle passes for Manchester, Gatwick and Heathrow airport 

• Responsible for ensuring that staff sponsored by their organisation have undergone all the appropriate background checks in accordance with the requirements of the airport 

• Create and issue temporary passes when required 

• Creation of full airside passes (including referencing, requesting DBS checks, HMRC history and security interviews) 

• Support Project management in ensuring contracts and GHABS are valid and uploaded to the aviation portal.  

• Manage Ground Operators licences for all airports, including risk assessments, policies and Fleet Management 

• Ensure all insurances are valid 

• Book and manage airport inductions, airside driving and relevant training 

• Knowledge and understanding in Airport portals (ID Gateway and AIRDAT)  

Responsibilities: Office Management 

Fleet: 

• To maintain FORS registration with respect of the company’s vehicle fleet 

• To support the Fleet Manager in ensuring company vehicles are maintained in line with safety and legal requirements, including MOT, Insurance, Tax, Service, tyres, break down etc 

• To negotiate best rates for vehicle fleet and maintain relationships with relevant account managers 

• To liaise with insurance companies with regards to any vehicle-related accidents and ensure insurance claim forms are completed and submitted as required. 

• To arrange short-term hire of vehicles and work with project managers to ensure business needs are met. 

• Logistical planning alongside project management 

Assets: 

• Manage calibration register for survey equipment and give early notification of when calibration is due. 

• Book in equipment for calibration, repairs and update records 

• Arrange short-term hire of equipment when needed 

• Collate all damaged equipment reports for future reference. 

• Manage all insurance claims for assets as required, including obtaining quotations for replacements. Liaising with police and insurers. 

• Maintain asset registers in line with the organisational functioning guide. 

Onboarding: 

• Support onboarding activities for new starters in line with the on/off-boarding process 

• Ensuring relevant training is complete; Manual Handling, FORS and CSCS card applications 

• Creating and managing users on timesheets/ expense accounts 

• Manage the timely and appropriate provision of PPE for all applicable personnel and maintaining records of issue. 

 
 
Office Management: 

• Utilise a range of office software, including email, spreadsheets and databases to assist in performing routine daily administration tasks 

• Maintain a clean and organised office environment, including common areas and meeting rooms. 

• Develop and maintain the company filing systems, in consultation with the Senior Management Team (SMT) 

• Develop and implement new administrative systems, such as record management in consultation with the SMT. 

• Manage the Communiqué activity, ensuring timely and appropriate communication of key events/notices 

• Maintain supplies of stationery and office equipment 

• Welcome visitors into the office, ensuring vehicle registration is logged and guests have signed in 

• Ensure all electrical equipment is PAT tested on an annual basis, with any defects being addressed in line with severity. 

• Undertake all reasonable tasks as specified by Operations Management. 

• Booking transport and accommodation for staff. 

• General enquiries. Dealing with correspondence, complaints, and queries. 

• To ensure the office building is safe, secure, and maintained.

• Strong organisational skills with the ability to multitask and prioritise effectively 

• Clear and traceable 5 year work history 

• Experience as an airport signatory required  

• Proven experience in office management, administration, or a similar role. 

• Confident interpersonal skills & ability to interact successfully with employees at all levels. 

Key Competencies 

• Integrity 

• Dependability 

• Flexible 

• Positive Attitude 

• Able to clearly convey site information to the office 

• Planning and organisation 

• Able to learn new software and processes 

• Ability to work effectively in a team environment and independently on own initiative 

• Competitive salaries (DOE)
• Hybrid working
• Staff benefits package including discounts at retailers and gym memberships
• Pension Scheme
• Health Insurance (Vitality)
• Life Insurance
• IT & Phone Package
• Social events throughout the year eg Annual General Meeting, Summer Event, and Christmas Event
• Continuous on-the-job training and development

With locations in the Midlands and South-East, we are constantly evolving and expanding our workforce. Together, we envision a future where UK Infrastructure clients flourish through collaboration, innovative solutions, and informed data-driven decision-making. Our dedication lies in delivering comprehensive solutions that not only satisfy stakeholder requirements but also reduce project risks and ensure the safety of all involved.

Vision Survey is an equal opportunities employer with the aim of providing a diverse and inclusive environment. We encourage suitably qualified applications regardless of race, disability, age, sex, marital status, veteran status, pregnancy and maternity, sexual orientation, gender reassignment, and religion or belief. We are a culture that celebrates success on merit.