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Administrative Coordinator, Montreal

3 months ago

Dorval, Canada Porter Airlines Inc. Full time

Job Summary:
The Administrative Coordinator is the first point of contact for all Montreal Team Members for scheduling, administration, uniform and payroll.

Duties & 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, administer, and track leave/vacation requests and vacation bids
- Ensure scheduled hours do not exceed budget hours. Advise Station Manager / Supervisor 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:

- Maintain station radios. Coordinate ordering, repair, and upkeep.
- 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 Hazardous Occurrence Injury Report (HOIR) as required (Canada)
- Tracking progress of employees on modified duties or WSIB (CNESST for YUL) 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
- Point of contact for all Station deliveries
- Trained as a CSR to augment CSR staff as necessary
- 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
- Mandatory COVID-19 Vaccination

Company Description: