Station Co-Ordinator at ALML Group

/LOS/ALML/VS/0820

Role Purpose                 

To carry out administrative work for Airport Services as a whole and provide secretarial support to the Station Manager. Organizes office procedures such as typing, requisition of supplies and other related tasks.

Responsibilities not limited to:

• To provide excellent communication between all Virgin Atlantic departments and airport staff and maintain a professional attitude reflecting the philosophy of the company.

• To act as liaison between Virgin Atlantic Airways and outside agencies at all levels including the airport authority, Immigration, Customs and Handling agents.
• To arrange the issue of permanent and temporary airside passes for full time staff and visitors.
• To provide secretarial support to the Station Manager including the monthly preparation of spread sheets detailing Airport Services performance.

• To use initiative to redirect work that does not require the personal attention of the Station Manager.

• Ensure the Station Manager is made aware of developments/issues by keeping her up to date on events.

• To ensure a high level of discretion is used and to comply with all laws and regulations governing the release of information of an operational nature to passengers.

• To ensure all information coming into the Airport Services department is managed and filtered to the correct areas and individuals.

• Handle inquiries and correspondence during the Station Manager’s absence and redirect as appropriate.

• To handle all levels of confidential and industrially sensitive information with the utmost discretion.

• To administer the ordering of uniforms for the operational staff when necessary and keep an updated record.

• To manage and maintain the Airport Services petty cash float, administer and monitor the reimbursement of all petty cash expenditure and business travel expenditure.

• Maintain proper inventory of accountable documents.

• To create and maintain an accessible and detailed filing system.

• To check all invoices for goods and services procured by the department and present to the Station Manager for authorisation.

• To administer the purchase, maintenance and repair of all office equipment and stationary items.

• To maintain and update all operational manuals and bulletins on behalf of the Station Manager.

• To create, maintain and administer a system for the management/recording  of vacation and lieu days accumulated by operational staff.

• Arrange, co-ordinate and deliver complex travel itineraries and hotac requirements for the Station Manager, sometimes at short notice.

Requirements

• Fluency in written and spoken English Language.
• The jobholder must have at least 3 year’s previous secretarial or administration experience.
• Previous airline operational experience is preferable.
• Excellent interpersonal skills and good command of both written and verbal English are important requirements.
• The jobholder must be proficient in word processing and have the ability to produce spreadsheets etc.
• Working knowledge of World Tracer is beneficial.
• Total confidentiality and discretion are essential at all times.
• The Coordinator must be able to work with minimal supervision and be able to make quick accurate and appropriate decisions in the absence of management as appropriate.