Administrative Assistant for a Business Aviation (FBO) Tech Company

The Job

Join the worlds of business aviation and technology.

X-1FBO is looking for a dependable, organized Part-Time Administrative Assistant to help keep our Palmetto Bay office running smoothly.

This is a people-focused role with regular interaction with customers, visitors, and employees across the company. You will often be the first person someone speaks with when they call or visit the office, so clear communication, good judgment, and a helpful attitude are important. 

This position also includes office administration, order processing, inventory management, packing and shipping, and direct communication with customers. You will help make sure customer orders are accurate, devices and materials are shipped on time, records are kept current, and day-to-day office needs are handled.

The regular schedule is Monday thru Thursday, generally five hours per day. There is some flexibility in the schedule, with a starting time between 8:00 and 10:00 a.m. Some additional or irregular hours may occasionally be needed for special projects, company events, or busy periods. We will provide advance notice whenever possible.

This is a good opportunity for someone who takes initiative, pays attention to details, communicates well, and is comfortable working independently as part of a growing team.

Main Responsibilities

• Process customer orders and confirm that order and shipping information is complete and accurate
• Communicate directly with customers regarding orders, shipping status, missing information, and routine questions
• Prepare, pack, label, and ship devices, equipment, supplies, and other customer orders
• Track outgoing shipments and help resolve delivery or order issues
• Receive incoming shipments and verify their contents
• Maintain accurate inventory and shipping records
• Coordinate with our sales, implementation, support, and accounting teams as needed to complete customer orders
• Answer and route incoming telephone calls and messages
• Greet office visitors in a professional manner
• Process, sort, and route incoming and outgoing mail
• Monitor office and shipping supplies and reorder them when needed
• Help schedule meetings, appointments, and office visits
• Assist with travel arrangements for employees and visitors
• Keep the office, supply areas, and shipping area organized
• Perform general administrative work, data entry, filing, and research as needed
• Assist with occasional errands and deliveries
• Help with company events, trade shows, and special projects when needed
• Perform other reasonable office and administrative duties assigned by management

What We’re Looking For

• High school diploma or GED required; associate degree or relevant college experience preferred
• One to two years of experience in an office, retail, shipping, fulfillment, hospitality, or other customer-facing environment preferred
• Strong organizational skills and attention to detail
• Ability to prioritize work and follow an order through from receipt to shipment
• Clear and professional verbal and written communication
• Comfortable communicating directly with customers by telephone and email
• Comfortable working independently and taking ownership of assigned work
• Proficiency with Microsoft 365, including Outlook, Word, and Excel
• Comfort learning and working with business software, shipping systems, and general office equipment
• Good judgment and a customer-service mindset
• Valid driver’s license and reliable transportation
• Dependable attendance and availability on Monday, Wednesday, and Friday

Travel

Occasional travel may be required to support trade shows, company events, meetings, or special projects. This could include overnight or out-of-area travel but is expected to be an infrequent part of the position. Advance notice will be provided whenever possible.

Location

This is an in-person position at our Palmetto Bay office. It is not a remote role.

About X-1FBO

GMSTEK is the company behind X-1FBO, a modern management and payment platform built specifically for fixed-base operators and business aviation.

Our team combines hands-on aviation experience with software and payment technology. We question how things have traditionally been done, look for better answers, and build practical tools that help FBOs operate more efficiently.

You can learn more at www.x1fbo.com or visit us on LinkedIn, Instagram, and Facebook.

Our Culture and Work Environment

We work hard, move quickly, and enjoy what we do. The environment is laid-back, but expectations are high. Everyone is expected to take ownership of their work, help the team, and contribute wherever needed.

Our Palmetto Bay headquarters is located directly on Biscayne Bay, with walking trails, a gym, and plenty of wildlife. including our resident crocodiles that keep an eye on the lake.

GMSTEK is an equal opportunity employer. We value different backgrounds, experiences, and perspectives and are committed to maintaining a respectful workplace.