Job Details

The Administrative Coordinator, Halifax, is the first point of contact for all Halifax Team Members for scheduling, administration, uniforms, and payroll.

Scheduling

DUTIES AND RESPONSIBILITIES:

  • Assign individual Team Members to created schedule patterns
  • Review schedule up to 72 hours in advance and make adjustments if necessary to ensure sufficient resources
  • Daily schedule creation including the assignment of teams
  • Coordinate the training schedule with Learning and Development and backfill open shifts that may result with a view to managing costs
  • Solicit team members to cover open shifts
  • Process and track shift trades and drops
  • Coordinate leave/vacation requests and vacation bids
  • Ensure scheduled hours do not exceed budget hours. Advise Station Manager of deviations from budget hours

Payroll

  • Responsible for all payroll submissions, monitoring, adjustments
  • Liaise with the payroll department to resolve any payroll discrepancies
  • Track overtime

Administration

  • Update and monitor the attendance tracker, including controllable and uncontrollable infractions
  • Review attendance tracker on a monthly basis and determine if any action is required
  • Attendance follow up and scheduling of coaching sessions between supervisor and team member
  • Preparation of coaching and disciplinary letters for review by People and Culture
  • Completion of Workers Compensation Board (WCB) Reports as required
  • Tracking progress of employees on modified duties or WCB claims
  • Assist with the recruitment process for new team members, including interviewing and document processing
  • Onboarding of new Team Members (including facilitating security screening, badging, uniforms, drug screening, driver test, and form completion)
  • Facilitate, track, and administer renewals of Team Member security clearances
  • Maintaining inventory of all office and general supplies
  • Handle baggage delivery, damage bag repair and replacement
  • Process vendor invoices for Manager approval
  • Point of contact for all Station deliveries
  • Actively participates in Porter's Safety Management System (SMS) including reporting hazards and incidents encountered in daily operations; understands and promotes the Company's Safety Policy
  • Maintain station radios. Coordinate repair, and upkeep.
  • Organize and deliver training programs for Customer Service Representatives and Ramp Attendants as needed
  • Issue and track on time completion of Airport and Ramp Operation Bulletins
  • Other duties as assigned

Behavioural Competencies

  • Concern for Safety: Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others.
  • Teamwork: Working collaboratively with others to achieve organizational goals.
  • Passenger/Customer Service: Providing service excellence to internal and/or external customers (passengers).
  • Initiative: Dealing with situations and issues proactively and persistently, seizing opportunities that arise.
  • Results Focus: Focusing efforts on achieving high quality results consistent with the organization's standards.
  • Fostering Communication: Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus.

Qualifications

  • Minimum 2 years experience working in a fast-paced administrative position
  • Knowledge and proficiency in Gmail, and Google Drive products
  • Duties require professional verbal and written communication skills
  • Positive track record of establishing/maintaining positive and cooperative working relationships with others, both internally and externally
  • Ability to problem solve and make decisions to enhance organizational effectiveness
  • Ability to undertake self-directed tasks
  • Excellent time management skills
  • Attention to detail
  • The capacity to prioritize by assessing situations to determine urgency
  • Mandatory COVID-19 Vaccination
  • LOCATION: Halifax (Halifax Stanfield International Airport - YHZ)


Additional Information

Halifax, NS, Canada
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