Company Description

Porter Airlines has revolutionized short-haul flying with a warm and effortless approach to hospitality, restoring glamour and refinement to air travel. Porter is an Official 4 Star Airline® in the World Airline Star Rating®.

The airline currently offers flights to Toronto, Ottawa, Montreal, Quebec City, Fredericton, Saint John, Moncton, Halifax, St. John’s, Stephenville, N.L,  Thunder Bay, Sault Ste. Marie, Sudbury, Timmins, Windsor, New York (Newark), Chicago (Midway), Boston and Washington (Dulles), and has seasonal flights to Mt. Tremblant, Que., Muskoka, Ont., and Myrtle Beach, S.C.

Job Description

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

DUTIES AND RESPONSIBILITIES:

Scheduling:

• Assign individual Team Members to created schedule patterns based on bids

• 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 and time bank

Maintenance:

• Input and track equipment maintenance history within the computer maintenance management system

• Maintain the fuel log to track fuel consumption of Porter equipment

• Maintain de-ice logs

• Manage supply and inventory of de-ice / anti - ice fluid

• Schedule de-ice truck and boom inspections

• Schedule refractometer calibration

• Maintain station radios.  Coordinate ordering, repair, and upkeep.

• Ground support equipment (GSE) inspections and point of contact for the GSE shop to coordinate equipment repairs, source parts, work order quotations, and billing

• Coordinate GSE insurance requirements

• Coordinate off airport equipment registration and inspection of vehicles

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 On Job Injury (OJI) Reports as required

• Tracking progress of employees on modified duties or OJI 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, customs passes, and form completion)

• Facilitate, track, and administer renewals of  Team Member security clearances

• Maintaining inventory of all office and general supplies

• Process vendor invoices for Manager approval

• Maintain coffee room requirements including required documentation, facilitating audits, pest control, supply replenishment, and repair of equipment

• Maintain Customs bonded room

• 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

• 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:

• Knowledge and proficiency in Gmail, and Google Cloud 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