Flight Operations Admin - Temp

The Administrative Coordinator is responsible for providing administrative support to ensure efficient operation of the Miami Training Center. Answers and routes calls, schedules meetings and provides assistance and support to all employees and visitors. Effectively routes all inquiries to the proper individual/department with high quality and in a timely manner.

Welcome and assist visitors and guests. Serve/interact with Pilots, Flight Attendants, contractors, vendors and employees
• Maintain polite and professional communication via phone, e-mail, and mail. Provides information by answering questions and requests.
• Provide clerical assistance (data entry, typing, filing, copying, binding, scanning, etc.) to various department heads, as needed
• Receive and screen all incoming telephone calls to insure they're routed to the appropriate person(s) and/or department(s)
• Maintain inventory of supplies by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Maintaining beverage and break areas and supplies for employees and visitors throughout the training center.
• Coordination of all outgoing mail; including daily afternoon shipments for Federal Express (FedEx). Coordinating pick-up and delivery of USPS mail at local Post Office
• Performs administrative tasks, such as, generating reports, conduct research, creating presentations, and transcribe meeting minutes, assists with expense report reconciliation.
• Maintain the MIA Phone Contact Sheet and associated email distribution lists. Ensure that internal telephone numbers, emails and contacts are up to date for internal distribution.
• Coordinate / schedule any office or structural repairs and coordinate any office key code changes.
• Coordinates and oversees all logistics related to departmental meetings (i.e. booking space, ordering and ensuring catering, partner with Information Technology (IT) for audio and visual resources).
• Provide real-time scheduling support of the 2^nd Floor Conference Room by managing the associated Outlook calendar and preventing conflicts
• Sends notification email to instructors and onboarding team with personnel details and schedule of events for each new hire class.
• Coordinate/schedule of vendors for New Hire Classes (fingerprints, uniform fittings, immunizations and ground transportation).
• Collection and review of new hire Corporate Card Applications and submission to Corporate Card support team for processing.
• Responsible for the creation of crewmember profile in ARINC for CASS/KCM access and issuance of Known Crewmember (KCM) badges.
• Submits class personnel data to uniform vendor for creation of uniform user accounts.
• Coordination of end of training items for distribution (KCM badges, wings, reflective vests)
• Prepares Captain Upgrade Certificates and boxes for Upgrade ceremonies and ship to Erlanger, KY (ERL) office.
• Provides support to Senior leadership during MIA visits. Coordinating transportation, hotel accommodation changes and restaurant reservations.
• Anticipates the needs of others in order to ensure a seamless and positive experience. Supports department by performing tasks related to organization and effective communication.
• Handle sensitive information in a confidential manner
• Perform other duties as directed by the Manager, Executive Administration

• Minimum high school diploma or equivalent years of experience.
• Minimum two (2) years prior as an Administrative Assistant or Office Assistant
• Must be proficient in Microsoft Office Suite
• Must be able to maintain absolute confidentiality and discretion
• Desire to be proactive and create a positive experience for others

• Must be flexible and able to work various hours and weekends.
• Minimum 10% Travel is required.
• Must have flexibility and no restrictions to travel globally

• Excellent Oral/written communication skills
• Excellent customer service skills
• Ability to interact with all levels of management
• Flexibility to adapt to a fast paced work environment
• Excellent time management skills and the ability to prioritize work
• Critical thinking skills and the ability to multi-task
• Attention to detail and problem solving skills
• Self-motivated
• Team player