Administrative Assistant

POSITION TITLE: Administrative Assistant I

COMPANY NAME: Pilot Management Company

JOB LOCATION: Las Vegas, NV

WORK STATUS: Full-Time, Hourly, W-2 Employee

WORKING HOURS: General working hours of 8:30am to 5:00pm, Monday through Friday.

COMPENSATION: $24.00-$28.00 Hourly

POSITION OVERVIEW:

Provide administrative and clerical support across PFC Group of Companies, including PFC CrossFit, PFC Loadout, PFC Training, and other current or future PFC entities. This position is a shared administrative resource available to support any department within any PFC company.

Responsibilities include day-to-day office operations, retail and inventory support, routine administrative requests, and assistance to departments, leadership, and designated personnel with projects and operational needs.

Qualifications

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Perform daily administrative functions and office tasks in support of company operations.
• Receive and support administrative requests from any department within PFC CrossFit, PFC Loadout, PFC Training, and any other PFC company, subject to assigned priorities, established procedures, and management direction.
• Coordinate competing requests with the supervisor, communicate status and expected follow-up, and escalate priority conflicts when multiple departments require assistance.
• Monitor and respond to routine email correspondence and phone calls, routing requests to the appropriate person when needed.
• Provide back-up reception and telephone coverage as requested, including greeting visitors, receiving deliveries, taking accurate messages, and directing visitors or students.
• Prepare, format, and proofread routine correspondence, reports, spreadsheets, forms, and other business documents.
• Complete general clerical tasks, including data entry, copying, printing, scanning, and document assembly.
• Manage, organize, and maintain electronic and physical filing systems in accordance with established naming and recordkeeping practices.
• Maintain accurate administrative records, trackers, contact lists, and recurring task logs.
• Assist with retail operations as assigned, including customer-facing support, order preparation, product organization, and routine retail documentation.
• Assist with inventory activities across PFC companies, including receiving, counting, labeling, organizing, stocking, transferring, and documenting merchandise, supplies, equipment, and other inventory items.
• Help maintain accurate inventory records and promptly report discrepancies, damaged items, or low-stock concerns to the appropriate owner.
• Coordinate incoming and outgoing mail, packages, shipments, and other deliveries as needed.
• Maintain office supply inventory and coordinate routine replenishment within approved processes and spending limits.
• Assist with vendor coordination, service requests, and building maintenance communication, and route invoicing or purchasing issues to the appropriate owner.
• Assist with meeting logistics, office events, course materials, and preparation of shared spaces as needed.
• Provide administrative support for employee travel and routine purchases when assigned, including gathering information, coordinating approved arrangements, and maintaining supporting records.
• Provide administrative, retail, inventory, event, and operational support at PFC locations as assigned, including the company range near Sandy Valley.
• Assist leadership and designated personnel with administrative tasks, special projects, and operational priorities as requested.
• Maintain confidentiality and use appropriate discretion when handling company, employee, client, customer, student, or vendor information.
• May be assigned additional duties or projects that support overall operations

WORK LOCATION & PHYSICAL REQUIREMENT:

• Ability and willingness to work at various PFC locations based on operational needs, including occasional assignments at the company range near Sandy Valley.
• Ability to work in office, retail, warehouse or inventory, training, and outdoor environments as assigned.
• Ability to stand, walk, bend, reach, organize merchandise or supplies, and perform routine inventory and event-support tasks.
• Ability to safely lift, carry, and move materials or inventory within the lifting requirements established by the company for this position.
• Ability to work outdoors in varying weather and environmental conditions when supporting range operations.

KNOWLEDGE, SKILLS, & QUALIFICATIONS

• Strong organizational skills and attention to detail.
• Ability to prioritize requests from multiple companies and departments, track follow-up items, and meet deadlines.
• Professional written and verbal communication skills and a customer-service orientation.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn and follow established administrative, retail, inventory, safety, approval, and recordkeeping procedures.
• Ability to work independently, collaborate across departments, and identify when a request should be escalated.
• Ability to travel between assigned PFC work locations as required.
• Prior administrative, clerical, retail, inventory, office support, or related experience preferred.