Office Manager

COMPANY: Pacific Air Industries / Air Cert (portfolio companies of Permanent Equity)

POSITION: Office Manager

REPORTS TO: Susan Spence, Director of Finance & HR

DEPARTMENT: Administration 

CLASSIFICATION: Exempt

Job Summary

Since they were founded in 1959, Pacific Air & Air-Cert have been working together to deliver creative parts and repair solutions for their commercial, cargo and military customers. Air-Cert is an FAA 145 Repair Shop with unlimited ratings for Class 1 and 2 airframe parts and limited ratings for landing gear. In other words, we repair a wide variety of airplane parts so that our top tier customers can get their planes back in the air. Our repairs are accepted by every major Carrier and OEM. Pacific Air is an ASA 100 distribution business focused on providing inventory off the shelf, with 300k+ parts positioned strategically near LAX. They are also approved far and wide. Together, they offer customers a vast array of solutions to find and repair parts to keep planes flying for our 1,000+ customers. Permanent Equity is a very long-term investment firm that invested in 2019 with a focus on building upon our 60+ year legacy. 

The Opportunity

We’re looking for an organized and effective Office Manager to help bring support and systems minded thinking to our administrative operations. We aren’t asking you to build the plane, we just need help flying ours. We are looking for a well-rounded individual, capable of coordinating day to day administrative operations and planning for those to come. Help us continue to deliver significant value to our customers by maintaining a structured yet comfortable work environment while orchestrating the many moving parts of the Pacific Air office.

Essential Duties and Responsibilities

• FINANCE SUPPORT (33%)
• Payroll Support: Responsible for processing payroll, calculating commissions, and addressing employee payroll inquiries.
• Bookkeeping: Support our Finance team in managing company financials 




• OPERATIONS & ADMINISTRATIVE SUPPORT (33%)
• Office Administration: Manages office administration tasks, reporting requirements and certification maintenance. This includes things like supporting the new vendor and new customer application processes, and ensuring all teammates' pictures are on the website.
• Manage Office Amenities: Ensures continuous supply of office essentials and refreshments, and manages relationships with vendors.
• Organizing Communications for Quarterly Events: Coordinates event logistics, manages communications, and oversees event schedules and catering.
• Librarian for Internal Training Documents: Maintains and updates training material on Confluence, assisting staff in accessing and using these resources.
• Directing Building Maintenance: Coordinates building maintenance, ensures compliance with safety regulations, and manages maintenance contracts.




• SALES SUPPORT (33%)
• Planning for Conferences: Involves coordinating logistics, managing payments for conference-related expenses, and setting up company booths.
• Swag Inventory: Tasked with regularly refreshing merchandise designs, tracking inventory levels, and ordering new items.
• Marketing Coordination and Support: Assists in executing marketing strategies, updating the company website, and managing marketing materials.

Supervisory Responsibilities

• None.

Additional Responsibilities

• May perform special projects and other duties as assigned or requested.

Minimum Required Qualifications

• High organizational skills and ability to multitask
• Excellent verbal and written communication abilities
• Familiarity with office software (like Microsoft Office) and experience with Confluence or similar document management systems (preferred).
• Previous payroll work experience
• Proactive mindset
• Willingness to learn

Compensation

• The salary range for the Office Manager position is $70,000 - $100,000 annually.
• We are committed to fair and equitable compensation practices, adhering to California's employment guidelines and regulations.

Work Environment

• The Office Manager will work primarily in an office setting.
• Potential exposure to a workshop environment where mechanical parts are repaired and maintained.
• The role requires frequent interaction with team members and external vendors.
• Standard office environment when performing administrative tasks.
• Occasional exposure to shop elements such as noise, dust, odors, and chemicals, with protective equipment provided as needed.

Physical Requirements

• This position requires the ability to remain in a stationary position, often standing or sitting for prolonged periods.
• Regular walking, bending, and moving about the facility to supervise work and interact with staff.
• Manual dexterity and hand-eye coordination for handling various tools and components.
• Ability to lift and move objects up to 30 pounds occasionally.
• Visual acuity to inspect repaired components and review detailed documents and reports.
• Must be able to communicate effectively, both verbally and in writing.

Safety and Health

• Adherence to safety protocols and use of personal protective equipment as required in the workshop.
• Commitment to maintaining a clean and safe working environment.
• Participation in safety training sessions and staying updated with best practices for workplace safety and health.