Coordinator - Administrative Support for Operations - Temporary

AIR CANADA; Toronto; On-site; CAD 28,000 - 40,000; Full time

Benefits offered by this job

Pension plan

Employee share ownership plan

Profit sharing plan

Health care

Dental care and life insurance

Job summary

Air Canada in Toronto, ON is seeking an organized administrative professional to support pilot expenses and payroll related processes. This on-site role requires precision in reviewing claims, ensuring accuracy, and coordinating with the Crew Payroll and Crew Assignment teams.

You will manage supplier invoices, update Aeronet/SmartDoc, and help maintain records while respecting policies and confidential information.

Qualifications

• High school diploma
• Two years of office work experience
• Intermediate knowledge of Microsoft Office applications
• Knowledge of aeronautical terminology
• Good interpersonal skills
• Good oral and written communication skills
• Mastery of spelling, punctuation and grammar
• Aptitude in mathematics
• Accuracy and attention to detail
• Demonstrate punctuality and reliability in a fast-paced environment

Responsibilities

• Prepare, review, proofread and format correspondence, reports, spreadsheets, tables and other documents using various software applications.
• Process and validate pilot expense claims and operational allowances, ensuring accuracy and compliance with established procedures.
• Calculate expenses and applicable allowances for newly hired pilots after their initial pilot training.
• Review pilot training expenses submitted in Concur, identify duplicate payments as well as overpayments or underpayments, confirm applicable allowances and ensure accurate processing.
• Review and resolve discrepancies related to pilot expenses, modified rotations and operational schedule changes.
• Coordinate activities with the Crew Payroll and Crew Assignment teams to ensure accurate administration of pilot pay and expense adjustments.
• Collaborate with the Crew Accommodation team to keep hotel and transportation information up to date in operational systems and reports.
• Verify and process supplier invoices related to pilot accommodation and cabin crew transport, including supporting documents and applicable taxes.
• Maintain records and documents necessary for expense administration and reconciliation as well as audit requirements.
• Liaise with the Crew Payroll, Crew Assignment, Crew Planning and Crew Accommodation teams, as well as other internal and external stakeholders, to resolve financial and operational requests.
• Keep the Flight Operations directory of contact persons up to date and upload current information to Aeronet and SmartDoc.
• Upload monthly pilot meal allowance information to Aeronet.
• Organize and prioritize workload to meet urgent deadlines while ensuring information accuracy and confidentiality.
• Apply and respect company policies, applicable collective agreements, the Flight Operations Manual and established procedures.
• Perform any other related task, as needed.

Skills

Microsoft Office

Interpersonal skills

Oral and written communication

Attention to detail

Punctuality

Education

High school diploma

Tools

Concur

Job description

Workplace: Toronto, ON, Canada (on-site)
Starting Salary: $24.90/hour
Direction: Crew Planning, Assignment and Management
Category: Unionized Personnel (IAMAW - Clerical)

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

Important elements to know

• Flexibility is essential: This position is for a person capable of adapting to changes in schedules and priorities. It is essential to be available and receptive when changes occur.
• 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 function depends on the ability to effectively prioritize in a context of constant demands. Under pressure, it is essential to remain focused.

Main functions

• Prepare, review, proofread and format correspondence, reports, spreadsheets, tables and other documents using various software applications.
• Process and validate pilot expense claims and operational allowances, ensuring accuracy and compliance with established procedures.
• Calculate expenses and applicable allowances for newly hired pilots after their initial pilot training.
• Review pilot training expenses submitted in Concur, identify duplicate payments as well as overpayments or underpayments, confirm applicable allowances and ensure accurate processing.
• Review and resolve discrepancies related to pilot expenses, modified rotations and operational schedule changes.
• Coordinate activities with the Crew Payroll and Crew Assignment teams to ensure accurate administration of pilot pay and expense adjustments.
• Collaborate with the Crew Accommodation team to keep hotel and transportation information up to date in operational systems and reports.
• Verify and process supplier invoices related to pilot accommodation and cabin crew transport, including supporting documents and applicable taxes.
• Maintain records and documents necessary for expense administration and reconciliation as well as audit requirements.
• Liaise with the Crew Payroll, Crew Assignment, Crew Planning and Crew Accommodation teams, as well as other internal and external stakeholders, to resolve financial and operational requests.
• Keep the Flight Operations directory of contact persons up to date and upload current information to Aeronet and SmartDoc.
• Upload monthly pilot meal allowance information to Aeronet.
• Organize and prioritize workload to meet urgent deadlines while ensuring information accuracy and confidentiality.
• Apply and respect company policies, applicable collective agreements, the Flight Operations Manual and established procedures.
• Perform any other related task, as needed.

Qualifications

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

Benefits

• Financial benefits: Pension plan, Employee share ownership plan, Profit sharing plan.
• Well-being 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 when you have accumulated twenty-eight (28) weeks of service. The program notably offers the possibility of traveling on a standby basis, reductions on hotel stays and car rentals, Air Canada Vacations reductions, and much 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 things being equal, preference will be given to bilingual candidates.

Diversity and inclusion

Air Canada is firmly 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 business.

As an equal opportunity employer, we encourage a diverse range of applications so that we can build 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 persons selected for an interview will be contacted.