Station Administrative Coordinator - BNA

swa; Nashville (TN); On-site; USD 23,000 - 30,000; Full time

Job summary

Southwest Airlines in Nashville is seeking a Station Administrative Coordinator to help keep the airport running smoothly. You will help new employees get started, manage badges, keys, paychecks, and parking passes, and track supplies, schedules, and paperwork.

The role involves handling phone calls, reports, and money while staying organized and solving problems quickly to assist Airport Operations Teams and Leaders in keeping the station on track.

Qualifications

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook required.
• Strong organizational and multitasking abilities.
• Attention to detail and ability to handle confidential information.

Responsibilities

• Provides friendly service and maintains positive relationships with internal and external Customers to resolve questions, discrepancies and procedural problems within established timeframes
• Develop and maintain understanding of Ground Operations and effective relationships with Ground Ops partner departments
• General clerical tasks such as filing, distribution of documents, answering phones, mail processing, etc.
• Responsible for station financials including verification of monies received from Station Sales, preparation of bank deposits, reconciliation and maintenance of petty cash
• Processes, verifies, balances and reconciles expense reports, invoices and Leader's purchasing cards as needed to prepare for accounts payable; audits and provides balancing report to Leader weekly
• Orders, maintains, distributes and audits all accountable documents
• Prepares and coordinates station level pass requests
• Maintains station and staff phone lists, org charts, conference room schedules, etc.
• Responsible for maintaining the integrity of confidential, proprietary, and sensitive Company and personal information, including Employee files to ensure compliance with company guidelines
• Maintains and archives historical records by documenting changes and revisions to materials
• Serves as primary resource for ensuring Internal Customer Care notifications are completed
• Disseminates correspondence and information as required through Company email and board mail
• Procurement and distribution of Station supplies
• Miscellaneous station duties such as coordination of station keys, badge distribution, parking administration, etc.
• Provides support for cross-departmental projects through communication and meeting coordination

Skills

Microsoft Office

Word

PowerPoint

Outlook

Excel

Job description

Department: Ground Operations

Our Company Promise

We are committed to provide our Employees a stable work environment with equal opportunity for learning and personal growth. Creativity and innovation are encouraged for improving the effectiveness of Southwest Airlines. Above all, Employees will be provided the same concern, respect, and caring attitude within the organization that they are expected to share externally with every Southwest Customer.

Job Description

*** For external applicants only:

(1.) Southwest Airlines will consider your interest for this position if you are currently a resident of the State of Tennessee.

(2.) Southwest Airlines will not consider your interest for this position if you have been interviewed by phone, virtually, and/or inperson and not selected for the Station Administrative Coordinator position at BNA within the last 12 months.***

Love keeping things organized and helping your Team succeed? Station Administrative Coordinators at Southwest play a key role in keeping the airport running smoothly. They help new Employees get started, manage important items like badges, keys, paychecks, and parking passes, and keep track of supplies, schedules, and paperwork. They also help with phone calls, reports, and money handling. By staying organized and solving problems quickly, they support Airport Operations Teams and Leaders, helping the whole station stay on track. Their work behind the scenes helps Southwest deliver great service and keep things moving every day.

Additional details

This role includes working assigned shifts based on seniority. Shifts can include early mornings, late evenings, weekends, and holidays.

U.S. citizenship or current authorization to work in the U.S. required and no current or future work authorization sponsorship available.

We're committed to fair hiring practices and to making employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, military or veteran status, disability, genetic information, or other legally protected characteristics.

Responsibilities

• Provides friendly service and maintains positive relationships with all internal and external Customers to resolve questions, discrepancies and procedural problems within established timeframes
• Develop and maintain understanding of Ground Operations and effective relationships with Ground Ops partner departments
• General clerical tasks such as filing, distribution of miscellaneous items/documents, answering phones, mail processing, etc.
• Responsible for station financials including verification of monies received from Station Sales, preparation of bank deposits, reconciliation and maintenance of petties, etc.
• Processes, verifies, balances and reconcile expense reports, invoices and Leader's purchasing card as needed to prepare for accounts payable. Audits and provides balancing report to Leader weekly or as needed
• Order, maintain, distribute and audit all accountable documents
• Prepare and process station level pass requests
• Maintenance of station and staff phone lists, org charts, conference room schedules, etc.
• Responsible for maintaining the integrity of confidential, proprietary, and sensitive Company and personal information, including Employee files to ensure compliance with company guidelines, support planning decisions, engage stakeholders, and deliver on department goals and requirements
• Maintains and archives historical records by documenting changes and revisions to materials such as memos, project files, presentations, spreadsheets, etc.
• Serves as primary resource for ensuring Internal Customer Care notifications are completed
• Disseminates correspondence and information as required through Company email and board mail
• Procurement and distribution of Station supplies
• Miscellaneous station duties such as coordination of station keys, badge distribution, parking administration, etc.
• Responsible for supporting cross-departmental projects/initiatives via communication and meeting coordination, preparation and organization of meeting materials, schedule preparation and distribution, document preparation, timeline and time frame documentation, luncheon planning, events, etc.
• Prepares and coordinates detailed special, real time and recurring reporting for operational and non-operational procedures to evaluate status, company processes, etc.
• May perform other job duties as directed by Employee's Leaders

Knowledge, Skills and Abilities

• Demonstrates experience using Microsoft Office products - Word, PowerPoint, Outlook, and Excel proficiency required
• Demonstrates the ability to deliver high quality results when contributing as an individual or member of a Team, including when under tight time constraints and/or while dealing with competing priorities
• Self-motivated with the ability to work with minimal direct supervision
• Demonstrates good judgement when given confidential/sensitive information
• Able to assist i