Administrative Coordinator

FTAI Aviation LLC; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Vacation & personal days

Medical coverage

Wellness account

EFAP

RRSP with company match

Onsite fitness facilities

Job summary

FTAI Aviation LLC in Montreal is seeking an Administrative Coordinator to support workforce planning, training administration, vacation scheduling, and overtime reporting. You will ensure compliance with the collective bargaining agreement, maintain employee qualification records, coordinate training activities, and deliver timely workforce reports to inform management decisions.

The role demands strong organization, attention to detail, analytical skills, and the ability to manage multiple

Qualifications

• 2+ years of administrative, coordination, workforce planning, or reporting experience.
• Proficiency in Microsoft Excel including data analysis and Pivot Tables.
• Experience with Tableau or similar analytics tools.

Responsibilities

• Coordinate vacation scheduling and change requests for unionized employees, ensuring CBA compliance.
• Support vacation planning and quarterly scheduling processes for Operations and CRBU teams.
• Monitor overtime activity and prepare bi-weekly, monthly, and quarterly reports for management.

Skills

Bilingual English & French

Analytical thinking

Strong organizational skills

Effective communication

Education

College diploma in Business Administration, HR, Operations, or related

Tools

Microsoft Excel

Pivot Tables

Tableau

Job description

JOB OVERVIEW

The Administrative Coordinator plays a key role in supporting operational workforce planning, training administration, vacation scheduling, and overtime reporting across the organization. Working closely with Operations, CRBU leaders, supervisors, and training stakeholders, the incumbent ensures compliance with collective bargaining agreement (CBA) requirements, maintains employee qualification records, coordinates training activities, and delivers timely workforce reports to support business decisions. This position requires strong organizational skills, attention to detail, analytical capabilities, and the ability to manage multiple priorities while meeting strict deadlines.

Responsibilities:

• Coordinate vacation scheduling and change requests for unionized employees while ensuring compliance with collective bargaining agreement (CBA) requirements.
• Support both Operations and CRBU teams with vacation planning activities and quarterly vacation scheduling processes.
• Review and manage vacation requests submitted outside designated scheduling periods in accordance with company policies and union agreements.
• Monitor overtime activity and prepare bi-weekly, monthly, and quarterly reports for management, including overtime tracking by supervisor and department.
• Gather, analyze, and maintain workforce data using various reporting tools and systems.
• Support managers with employee assessments, including probationary and monthly evaluations, and distribute reminders to ensure completion within established timelines.
• Administer technician qualification and training tracking programs, ensuring employees maintain required certifications and qualifications.
• Coordinate semi-annual qualification reviews and monitor training expiry dates to ensure workforce compliance.
• Support the Training Academy by scheduling training sessions for new hires, apprentices, and individuals entering from schools or external programs.
• Prepare training documentation, schedules, participant records, and training materials.
• Coordinate training logistics and manage trainer availability to ensure successful program delivery.
• Respond to ad hoc requests from various stakeholders related to training, workforce planning, vacation management, and overtime reporting.
• Generate reports and dashboards to support decision-making and operational planning.
• Ensure accuracy of records and maintain compliance with internal policies, procedures, and applicable collective agreements.
• Consistently meet deadlines while managing multiple concurrent priorities.

Qualifications:

• College diploma or equivalent education in Business Administration, Human Resources, Operations, or a related field.
• Minimum 2 years of administrative, coordination, workforce planning, or reporting experience.
• Strong proficiency in Microsoft Excel, including data analysis, reporting, and Pivot Tables.
• Experience working with reporting and analytics tools such as Tableau.
• Experience utilizing workforce management or enterprise systems to gather and analyze data.
• Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to delivering accurate work.
• Demonstrated problem-solving skills with the ability to identify issues and recommend effective solutions.
• Strong verbal and written communication skills in both English and French.
• Ability to work collaboratively with multiple stakeholders across various departments.
• Experience working in a unionized environment and knowledge of collective bargaining agreements (CBA) is considered a strong asset.
• Ability to work independently and meet deadlines in a fast-paced environment.

What we offer you:

• Competitive compensation
• Time to recharge with vacation, personal days, holidays, and parental leaves
• Comprehensive Family Medical, Dental and Vision coverage available on your first day of employment
• Virtual Health Care (24/7 access to medical professionals)
• A Wellness Spending Account to aid in your wellness journey
• Employee & Family Assistance Program (EFAP) which includes free face to face counselling sessions
• Medical Travel Insurance
• Onsite fitness facilities at our main office locations
• A Registered Retirement Savings Plan that includes matching company contributions on your first day of employment, that also includes access to Financial Advisors providing investment advice and comprehensive financial planning

FTAI Aviation is an equal opportunity employer that values diversity in the workplace. We are committed to excellence in serving all customers, including people with disabilities, and we encourage feedback on the provision of these services.

Language Requirements in Quebec:

Intermediate level knowledge of English is necessary for aeronautical personnel to meet regulatory requirements, understand technical procedures and instructions, and document entries regarding work performed on the aeronautical product for customers outside Quebec