Administrative Support Coordinator - Operations

AIR CANADA; Vancouver, Quebec; On-site; CAD 61,992,000 - 70,258,000; Full time

Job summary

Air Canada in Vancouver, BC is seeking an on-site administrative assistant to prepare, edit, and format documents, update records, and respond to inquiries. You will answer calls, coordinate travel, and manage calendars while maintaining data integrity and confidentiality under pressure.

This role emphasizes accuracy, strong Microsoft Office skills, and excellent written and spoken communication in a fast-paced team environment.

Qualifications

• High school diploma.
• At least two years of office work experience.
• Intermediate knowledge of Microsoft Office applications.
• Knowledge of aviation terminology.
• Good interpersonal skills and strong written/spoken communication.
• Mastery of spelling, punctuation and grammar.
• Math aptitude and attention to detail.
• Punctuality and reliability in a fast-paced team.

Responsibilities

• Prepare, edit, proofread and format documents using various software.
• Maintain and update data, records and calendars; distribute publications.
• Research and respond to internal and external inquiries in writing and verbally.
• Answer phones, route calls and direct customers appropriately.
• Coordinate travel, meetings and interviews.
• Liaise with clients and support staff as needed.
• Process invoices and manage cash and expense documents.
• Organize workload to meet deadlines with confidentiality.

Skills

Interpersonal skills

Oral and written communication

Spelling, punctuation, grammar

Math aptitude

Accuracy and attention to detail

Punctuality and reliability

Good interpersonal skills

Office data entry

Two years office experience

Knowledge of aviation terminology

Education

High school diploma

Tools

Microsoft Office

Job description

• Work Location: Vancouver, BC, Canada (On-site)
• Starting Salary: $22.96/hour
• Branch: Crew Planning, Assignment and Management
• Category: Unionized Personnel (IAMAW - Clerical)

Joining Air Canada is joining an iconic Canadian company. Are you passionate about reaching new heights, working as a team and making an important contribution? Launch your career by joining our diverse and dynamic team, at the forefront of passenger air transport.

Important things to know

• Flexibility is essential: This position is for someone capable of adapting to schedule and priority changes. Being available and receptive when changes occur is essential.
• Teamwork is important: This position requires strong interpersonal skills to interact and collaborate effectively with colleagues of different generations.
• Adaptability in a fast-paced environment: Success in this role depends on the ability to effectively prioritize in a context of constant demands. Under pressure, it is essential to stay focused.

Main responsibilities

• Prepare, edit, proofread and format correspondence, reports, spreadsheets, charts, graphs and other documents using various software applications.
• Maintain, validate, enter, verify and update data, records, manuals, calendars and technical documents; control the distribution of company publications.
• Research and compile data for reports; resolve and respond to internal and external customer inquiries in writing and verbally.
• Answer the phone and route calls, place calls and direct customers to appropriate departments or personnel.
• Coordinate travel, appointments, ground transportation and arrangements for meetings, training sessions and interviews.
• Liaise with internal and external clients and support service personnel as needed.
• Verify and process invoices, expense accounts, expenses, third‑party bills, and manage cash, checks and related documents.
• Establish and maintain employee lists and control the distribution of overtime.
• Organize and prioritize workload to meet deadlines while ensuring the accuracy and confidentiality of information, even under pressure and with minimal supervision.
• Administer and comply with company policies, government regulations, collective agreements and procedures.
• The incumbent may be required to perform other related duties as needed.

Qualifications

• High school diploma;
• At least two years of office work experience;
• Intermediate knowledge of Microsoft Office applications;
• Knowledge of aviation terminology;
• Good interpersonal skills;
• Good oral and written communication skills;
• Mastery of spelling, punctuation and grammar;
• Math aptitude;
• Accuracy and attention to detail;
• Punctuality and reliability to promote the overall success of the team in a fast‑paced environment.

Benefits

• Financial Benefits: Retirement Plan, Employee Share Ownership Plan, Profit Sharing Plan.
• Wellness and Health Care: Health care, dental care and life insurance plans for you and your family (as needed).
• Recognition: Shine, Air Canada's recognition program, allows you to highlight exceptional efforts.
• Travel Privileges: A generous travel facility program for you and other eligible persons once you have accumulated twenty‑eight (28) weeks of service. The program offers notably the possibility of travel based on availability, discounts on hotel stays and car rentals, Air Canada Vacations discounts, and more.

Employment Conditions

Candidates must be eligible to work in the country concerned at the time a job offer is presented and are responsible for obtaining the necessary work permits, visas or other authorizations. Proof of eligibility must be provided before the start date.

Language Requirements

All else being equal, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to diversity and inclusion and aims to create a healthy, accessible and rewarding work environment that showcases the unique contribution of our employees to the success of our company.

As an equal opportunity employer, we encourage diverse applications in order to have a workforce that is varied and representative of our customers and the communities where we live and offer our services.

Air Canada thanks all candidates for their interest, but only those selected for an interview will be contacted.