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Administration and Guest Experience Executive

Gama Aviation Plc
Hillhead, Glasgow City Centre, United Kingdom
Competitive Salary
Closing date
Feb 13, 2024

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Job Role
Contract Type
Full Time
/ Position: Administration and Guest Experience Executive



/ Working Hours: Monday-Friday, 40 hours per week

Gama Aviation is currently recruiting for an Administration and Guest Experience Executive to join our talented and progressive team at our FBO based in Glasgow. If you have an eye for detail, are process driven and highly organised, then this role is for you.

Reporting to the FBO Operations Manager and Senior Accountant & FBO Analyst, this role will be responsible for providing a high quality and professional experience for all customers, clients and guests onsite. In conjunction with this, you will also provide efficient administration support in order for our facility to function smoothly including the processing of daily invoices from the ERP system, raising AR invoices including fuel and aviation services sales, and supporting financial controls, reconciliations and maintaining up to date procedures.

This is an integral role within the team, which requires a diligent and enthusiastic individual who is flexible, hardworking, works well as part of a team and under their own initiative.

/ About us:

Gama Aviation is a hugely diverse business that offers much more than perhaps its name would suggest. Yes, we fly but we also save lives, provide mission critical intelligence, and build systems that deliver decisive advantage.

With operations in the UK and Middle East, a career with us can offer travel, personal growth opportunities and the ability for long-term progression in a fast paced and dynamic service industry.



  • Utilising the Airops system to generate accurate and professional sales invoices that adhere to company standards and customer requirements
  • Coordinating the complete invoicing process, ensuring that invoices are compiled with the necessary supporting documentation before being sent to customers
  • Assisting with ensuring the accuracy of revenue generation by validating data inputs and cross-referencing against established criteria within the Airops system. This includes ensuring that the correct volumes of fuel delivered to an aircraft has been invoiced for in full
  • Verifying the correct utilisation of revenue codes before initiating the generation of sales invoices, minimizing errors and discrepancies
  • Ensuring that generated invoices are correctly assigned to the respective customers, providing a seamless experience, and addressing any customer-specific needs
  • Collaborating closely with the Operation (FBO) and Group Finance to address and rectify any discrepancies or adjustments required prior to the finalization of invoices
  • Maintaining an up-to-date and accurate customer and vendor master data within the Airops system, fostering data integrity and consistency
  • Regularly updating and validating pricing information within the Airops system to match the publish price list
  • Effectively managing and updating discount information in the Airops system, ensuring accurate application during the invoicing process
  • Conducting thorough reconciliation of costs and revenue to guarantee financial accuracy and identify any anomalies that require attention
  • Verifying that vendor costs align with established agreements, proactively addressing any discrepancies or concerns
  • Ensuring the precise coding of cost invoices, facilitating proper allocation and enhancing overall financial transparency
  • Providing the highest level of customer service to all passengers/clients/guests by maintaining a pleasant, professional, friendly and outgoing attitude
  • Greeting clients and passengers/clients/guests arriving to the FBO terminal
  • Building strong and lasting relationships with clients, ensuring that customer retention KPIs are met
  • Stocking of lounge ensuring that costs are controlled and stock is accounted for
  • Compiling and organising the flight details for the passengers scheduled to arrive the next day. Assisting with any documentation, third party ordering to support smooth transition of aircraft, crew and passengers
  • Handling customer complaints pleasantly and courteously
  • Maintaining clean and organised client areas and work area
  • Compiling and maintaining guest profiles ensuring that all staff actively gather information on client preferences that can be used to personalize services

/ Skills, Qualifications and Experience required:

  • Experience providing extensive administration and/or business support in a customer focussed environment
  • An excellent written and verbal communicator, working with stakeholders at all levels, who can positively reflect our company values and principles
  • Extremely passionate about providing excellent Customer Services
  • Impeccably organised, and understands the importance of attention to detail when aiming to deliver standout quality in all that you do
  • A can-do attitude, adaptable, flexible and willing to help wherever you can, no matter how large or small the task is
  • Ability to multi-task, problem solve and thrive in a busy and fast-paced environment
  • Unquestioned integrity and highly accurate in all tasks
  • Strong IT skills including experience with MS Word and Excel
  • Hands-on individual with a 'can do' attitude

  • Previous experience working within an accounts receivable and operational environment

/ In addition to a Competitive Salary, we will offer you:
  • Competitive Group Pension Scheme
  • Comprehensive Life Assurance *
  • Comprehensive Income Protection *
  • Comprehensive Travel Insurance *
  • Comprehensive Private Healthcare (after successful passing of probation) *
  • Free Car Parking
  • 2 Paid Volunteering Days each calendar year (subject to line manager approval)
  • Investment in Training, Qualifications and Professional Development
  • (Subject to insurance underwriting)

Due to the volume of applications received, only candidates selected for interview will be contacted. If you do not hear from us within 20 working days then your application has been unsuccessful on this occasion

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