The posting
For more than two decades, Global Jet, a leading European Aircraft Management company, has been delivering excellence, reliability, and discretion to an exclusive international clientele, operating in a high‑end, dynamic, and safety‑driven aviation environment.
We are looking for an Office & Administration Manager to provide comprehensive administrative support across office management, employee administration, recruitment, contract management and payroll administration.
The successful candidate will have overall responsibility for the day-to-day management of the Guernsey office and will play a key role in employee-related matters. The position carries a significant level of autonomy and decision-making responsibility, including responsibility for determining recruitment needs, selecting candidates and agreeing appropriate salary levels, within the overall framework and policies of the Group.
The successful candidate will also be responsible for the accurate and timely preparation, maintenance and follow-up of employment documentation and records, the preparation of payroll inputs and variable pay elements, and the coordination of payroll-related accounting activities.
The role requires a highly organized, proactive and commercially minded individual who is comfortable taking ownership of decisions while working closely with senior management and the HR function.
Responsibilities
Office & People Management
- Take overall responsibility for the day-to-day management and administration of the Guernsey office.
- Act as the key point of contact for employee-related administrative matters within the office.
- Identify recruitment needs and take ownership of the recruitment process.
- Lead the selection of candidates and make recommendations and/or final decisions on hiring, in line with Group policies and delegated authority.
- Determine and agree appropriate salary levels and employment terms for new hires, within the applicable Group framework and budget.
- Manage and coordinate the onboarding and offboarding of employees.
- Liaise closely with senior management and the HR function on employee-related matters.
- Provide day-to-day guidance and support to employees and ensure that employee matters are handled efficiently and appropriately.
Employee & Contract Administration
- Provide administrative support across a broad range of activities relating to employee and contract administration.
- Prepare, draft, format and proofread employment contracts and related documentation.
- Coordinate the preparation, signature, filing and follow-up of contracts and associated documents.
- Maintain accurate and up-to-date employee records, databases and personnel files.
- Ensure that employee documentation is complete, properly filed and readily accessible.
- Liaise with employees, internal stakeholders and relevant external parties regarding administrative and contractual matters.
Payroll Administration
- Prepare and consolidate all monthly payroll inputs and variable pay elements.
- Collect, verify and process information relating to salaries, allowances, bonuses, overtime, absences, leave, expenses and other payroll-related items.
- Ensure that all payroll information is accurate, complete and submitted within the required deadlines.
- Liaise with the relevant payroll provider and/or internal stakeholders to ensure the timely and accurate processing of payroll.
- Review payroll data and reports and follow up on any discrepancies or queries.
- Maintain accurate payroll records and supporting documentation.
- Prepare and provide the information required for payroll accounting and reconciliation purposes.
- Assist with the preparation and follow-up of payroll-related accounting entries, including payroll accruals, employer contributions and other payroll-related costs.
- Liaise with the Finance/Accounting function regarding payroll reconciliations, payments and accounting matters.
- Assist with the preparation of payroll reports and other information required for financial reporting and internal controls.
- Ensure the confidentiality and secure handling of payroll and other sensitive employee information.
General Administration
- Perform a wide range of general administrative tasks, including filing, scanning, scheduling, document management and correspondence.
- Manage incoming communications, including answering telephone calls, responding to emails and redirecting enquiries as appropriate.
- Maintain and update internal databases and records with a high level of accuracy.
- Coordinate and follow up on administrative matters with internal and external stakeholders.
- Provide general administrative support and assist with ad hoc projects and tasks as required.
- Ensure that administrative processes are organized, efficient and properly documented.
- Based in Guernsey
- Excellent command of English, both written and spoken.
- Previous experience in office management, people management, HR administration, recruitment, payroll administration or a similar role.
- Demonstrated ability to take ownership of recruitment decisions and employee-related matters.
- Experience in interviewing, assessing and selecting candidates, with the ability to determine appropriate salary levels and employment terms.
- Previous experience with payroll preparation and payroll-related accounting would be highly advantageous.
- Good understanding of payroll processes, including variable pay elements, allowances, absences and employee deductions.
- Proficiency in Microsoft Office, particularly Outlook, Word and Excel.
- Strong organizational and multitasking skills.
- Excellent attention to detail and a high level of accuracy.
- Strong decision-making skills and the ability to work autonomously.
- Proactive, adaptable and solution-oriented approach.
- Ability to handle confidential and sensitive employee, payroll and financial information with discretion.
- Previous experience in aviation or a similar regulated environment would be considered an advantage.
- A professional, service-oriented and commercially minded approach.
