Administrative Coordinator ISE %26 Technical Services

Jazz Aviation; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading aviation support company in Toronto seeks an Administrative Coordinator to provide critical support to the Technical Services and Engineering team. This role involves organizing meetings, producing reports, and assisting with payroll and onboarding. The ideal candidate will have strong communication skills and proficiency in Microsoft Office, along with a post-secondary degree in Office Administration. A commitment to maintaining confidentiality and professionalism is essential.

Qualifications

• Minimum 3 years of experience in an office environment.
• Detail-oriented with a high level of accuracy.
• Ability to work with minimal supervision.

Responsibilities

• Provide administrative support to the Director and team.
• Organize and arrange meetings and related functions.
• Compile weekly reports and maintain accurate information.

Skills

Written communication

Verbal communication

Time management

Organizational skills

Problem-solving

Team collaboration

Education

Post-secondary degree/diploma in Office Admin

Tools

Microsoft Office Suite

Finance management software (Ariba, Trax)

Job description

Basic Purpose of Position:

To provide administrative support to the Director Technical Services and Engineering and the team while ensuring highest level of confidentiality. Coordinate and participate in department meetings/activities to ensure efficiency and effectiveness is met within the organizations.

Key Responsibilities:

• Prepare information files for Technical Services and Engineering Director’s meeting and distribute documentation to participants in advance as required.
• Produce correspondence, operational and departmental reports for all Technical Services managers.
• Compile weekly reports submitted by departmental managers while assuring information is concise and accurate.
• Assist the department with onboarding and off boarding of employees, assisting the manager when necessary.
• Provide administrative support to all groups within the Technical Services and Engineering team.
• Organize and arrange weekly, quarterly and yearly meetings, presentations, and related functions.
• Prepare and maintain minutes and action logs as required.
• Maintain, update and modify spreadsheets and access database on operational, departmental objectives and project milestones.
• Invoice coding as required using finance management software (Ariba)/(Trax).
• Process payroll through the time and attendance management system for all groups in Technical Services and Engineering team.
• Create, maintain and update work schedules for all groups within Technical Services and Engineering group.
• Provide research and project assistance to the Director, Technical Services & Engineering.
• Undertake special projects as assigned.
• Follow up with direct reports for information requested from departmental managers.
• Liaise with direct reports on the status on all projects, operational mandates and objectives.
• Other related duties as assigned.
• Perform duties in accordance with established policies and procedures while giving primary consideration to personal safety, and the safety of co-workers and customers.
• Be a backup for other administrative Coordinators in the administrative group.

Qualifications:

• Post-Secondary degree/diploma in Office Admin or related field is required.
• Minimum (3) years of work experience in an office environment is required.
• Excellent written/verbal communication skills required.
• Proficiency in Microsoft Office Suite (i.e. Word, Excel, Outlook and PowerPoint) is required.
• Strong organizational and time management skills.
• Detail- oriented with a high level of accuracy.
• Ability to compile project information and other duties with minimal supervision.
• Problem-solving and adaptability in a dynamic environment.
• Must maintain professionalism and confidentiality.
• Team player with a strong focus on collaboration.

We strive to make our workplace accessible for people with disabilities. We want to ensure that you are prepared for success and therefore request that you please let us know [e-mail] if you would benefit from an accommodation during the recruitment process.

Jazz recognizes that the best talent includes people of all backgrounds, abilities and points of view. To be a leader in our industry, Jazz celebrates diversity and values the uniqueness that each individual has to offer. We empower our people to foster an internal culture of inclusion, creating safe workspaces where everyone can be their authentic self. Meeting the needs of our diverse passengers is critical to our success and we recognize the importance of a workforce that is reflective of the communities we serve.