Job description
The Administrative Coordinator, Halifax, is the first point of contact for all Halifax Team Members for scheduling, administration, uniforms, and payroll.
DUTIES AND RESPONSIBILITIES:
Scheduling:
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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:
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Responsible for all payroll submissions, monitoring, adjustments -
Liaise with the payroll department to resolve any payroll discrepancies -
Track overtime
Administration:
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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:
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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:
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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
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