Administrative Coordinator

**The Administrative Coordinator is the first point of contact for all Montreal Team Members for scheduling, administration, uniform 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, 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 necessaryActively participates in Porter’s Safety Management System (SMS) including reporting hazards and incidents encountered in daily operations; understands and promotes the Company’s Safety PolicyOther 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 productsDuties require professional verbal and written communication skillsPositive track record of establishing/maintaining positive and cooperative working relationships with others, both internally and externallyAbility to problem solve and make decisions to enhance organizational effectivenessAbility to undertake self-directed tasksExcellent time management skillsAttention to detailThe capacity to prioritize by assessing situations to determine urgencyMandatory COVID-19 Vaccination