VAMF Office and Training Administrator

Job Profile

Vista Aircraft Maintenance is the in-house maintenance provider for the Vista Members’ fleet, which comprises an unrivalled fleet of light, super mid-size, long-range and ultra-long-range aircraft. Vista Aircraft Maintenance has multiple maintenance hubs strategically located across the U.S. and Europe. By investing in internal maintenance, Vista is able to prioritize the highest standards of service, safety, security, reliability, and value, demonstrating a continued commitment to providing a seamless service to clients globally. Vista Aircraft Maintenance offers a robust regional support network for Vista’s growing fleet, with one the leading base maintenance facilities in the world.

We are seeking an Office and Training Administrator at Vista Aircraft Maintenance Farnborough (VAMF). This role provides vital administrative, facilities, and coordination support to VAMF. You will act as the first point of contact for all visitors, employees, and contractors, the role ensures smooth day-to-day operations across reception, training logistics, facilities management, and security access. The position also includes managing site resources, maintaining first aid provision, supporting the Hangar Management Team with administrative tasks, and ensuring a professional and welcoming environment for all.

Your Responsibilities

• To act as first point of contact to VAMF either in person via Reception, telephone or access to the facility via security barrier, providing a welcoming, professional and efficient service.
• To facilitate and undertake all checks to obtain security passes for all new employees, contractors and visitors to VAMF, liaise with airport security, and act as the named Security Coordinator on behalf of Hangar Management Team.
• To manage resources for VAMF including but not limited to room bookings, the order and control of stationary, the purchase of supplies & refreshments, and ordering PPE.
• To assist Training Manager in local oversight of training, including but not limited to ensuring all training records are maintained and up to date for local population, collaborate with HR for onboarding of new employees, plan and schedule training, allocate and prepare resources such as training materials, manage registration process for participants, communicate training details, schedules and expectation to participants and collect feedback from trainees.
• To act as Facilities Manager for VAMF, logging Job Logic tickets, managing the process and being first point of contact for all visitors to site for facilities repairs/services.
• Maintain First Aider status for VAMF and control and stock First Aid kits throughout the Hangar.
• Book adhoc activities/requirements – training, travel arrangements, events and catering for VAMF.
• Maintain and send staff list including contractors to Strategic Cost Control.
• Support VAMF Management Team with administrative tasks as and when required.
• Any other task in line with the role as required by VAMF in order to provide a full and efficient administrative support service.

Required Skills, Qualifications, and Experience

Essential:

• Excellent Communication skills (verbal and in writing)
• Strong organisation and time management skills
• First Aid at Work certificate (or willing to train and obtain First Aid at Work certificate)
• Computer Literate with the ability to use/pick up various software
• Good working experience of Microsoft Office
• Experience of Administrative work in previous role
• Positive attitude and adaptable
• Ability to handle confidential information discreetly
• Must be able to obtain basic DBS clearance

Desirable:

• Customer Focussed
• High level of attention to detail
• NVQ level 2 or 3 in business Administration Experience
• Experience of working in Aviation

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