Coordinator, Airfield Services

Southport Aerospace Centre Inc; Southport; On-site; CAD 50,000 - 70,000; Full time

Job summary

Southport Aerospace Centre Inc. is seeking an Administrative Coordinator to support project management, tendering, resource deployment and maintenance management.

You will leverage data sources to optimize operational activities and research best practices for business systems and processes. The role includes administering tender packages, contract creation and maintaining SOPs, while coordinating meetings and ensuring timely execution of actions.

Qualifications

• Demonstrated written and verbal communication skills.
• Minimum 3 years’ experience performing administrative duties or equivalent combination of experience and education.
• Proficiency in Microsoft suite of business system applications.
• Experience in contracting and tendering would be considered an asset.
• Excellent time management skills and the ability to prioritize work.
• Demonstrated ability to work with minimal supervision both independently and as part of a team.
• Desire for growth and learning opportunities.

Responsibilities

• Develop, update and publish tender package in conjunction with project manager.
• Support contract award processes including the creation of Bid Summary spreadsheet, bid reception and filing, contractor notification and contract creation.
• Maintain template documents associated with tendering process.
• Suggest continuous improvement methodologies and support policies, plans of operations and SOPs.
• Coordinate meetings, document discussions and actions, develop and circulate agendas and minutes.
• Administer operational programs including Airport Traffic Directives, Airport Safety Management System, and Workplace Safety and Health.
• Act as super-user for Southport’s Document Management System and other business systems.

Education

Admin experience or related education

Tools

Microsoft Office

SharePoint

Q-Pulse

InnRoad

Job description

Reporting to the Director, Airfield Services, the Administrative Coordinator supports operational activities, which includes supporting project management, tendering, evaluating resource deployment, asset, and maintenance management, as well as the software tools used to support business activities. The Administrative Coordinator will leverage existing data sources to optimize operational activities using a variety of data sources/input. Additionally, this role conducts research and implements best practices and emerging technologies related to business systems and processes.

Key Responsibilities:

The following key activities include, but are not limited to:

Project Management and Tendering:

• Develop, update and publish tender package in conjunction with project manager.
• Support contract award processes including:
• the creation of Bid Summary spreadsheet
• Receive, tabulate, and file bids.
• Contractor notification
• Contract creation.
• Maintain template documents associated with tendering process.

Administrative Support:

• Suggestions for continuous improvement methodologies.
• Under the direction of management, develops and maintains policies, plans of operations, standing operating procedures, work instructions and other materials in support of Airfield Services and Strategic Partnerships
• Basic understanding about the importance of process and procedures, as well as quality management systems.
• Coordinate meetings, document discussion and actions, develop and circulate agendas and minutes, prepare presentations, follow-up on actions list.

Administer operational programs including:

• Airport Traffic Directives
• Airport Safety Management System
• Workplace Safety and Health

Southport Business Systems and Analysis

• Acting as super-user, provides advanced support and librarian skills to Southport’s Document Management System and other business systems (Q-Pulse, SharePoint, InnRoad, etc.)
• Review feedback from various measurement tools (surveys, metrics, scorecards, reports, individuals, etc.) and complete one or more of; assess for potential solutions/concepts, report to stakeholders for consideration, provide implementation assistance, implement real-time adjustments.
• Sound understanding about the importance of process and procedures, as well as quality management systems.
• Other Duties as assigned.

Position Requirements:

• Demonstrated written and verbal communication skills.
• Minimum 3 years’ experience performing administrative duties or equivalent combination of experience and education.
• Proficiency in Microsoft suite of business system applications.
• Experience in contracting and tendering would be considered an asset.
• Excellent time management skills and the ability to prioritize work.
• Demonstrated ability to work with minimal supervision both independently and as part of a team.
• Desire for growth and learning opportunities.