Administrative Coordinator - Halifax

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:

• 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