If you're ready to bring your administrative expertise to an environment where compliance, integrity, and collaboration matter, this is your opportunity to step into a role where every task helps keep the airport and our Field Maintenance and Trades departments running smoothly.
Position Summary
The Administrative Assistant, Maintenance Services provides administrative and operational support to the Field Maintenance and Trades departments. This position is responsible for processing purchasing requests, budget tracking, departmental payroll reconciliation, coordinating inventory of uniforms and safety equipment, processing service requests, maintaining departmental records, and ensuring compliance with contracts and regulations. Additionally, the Administrative Assistant, Maintenance Services relays information and communication between management, field crews, and external stakeholders.
Hours/Schedule
Typical work hours are Monday through Friday, 7:00 am - 3:30 pm in person.
Contract and Compliance Support
- Understand and remain current on individual Field Maintenance and Trades department contracts, airport rules and regulations, and other governing policies.
- Assist department management in tracking and managing contractual compliance and agreement terms.
- Maintain confidentiality of sensitive department data, information, and conversations.
Procurement and Inventory Management
- Prepare and process purchasing orders and requisitions, including submitting information for Professional Service Agreements (PSAs).
- Maintain inventory control for a variety of departmental items, including employee uniforms, safety equipment, gas/diesel fuel, oil and other lubricants, office supplies, and pollution control supplies.
- Maintain records of materials used, including sand, salt, NAAC, New Deal, and aggregates.
Payroll and Budget Support
- Assist Finance department and department management in tracking and monitoring monthly Field Maintenance and Trades expenditures and operating budgets.
- Perform initial reconciling of department payroll and timesheets, including verifying leave types, balances, and usage, pay rates, and equipment premium rates. (Timekeeper responsibilities)
- Provide department safety equipment, monitor inventory of safety equipment, and maintain records of safety equipment allowance for bargaining unit employees.
- Complete P-card reconciliation for Field Maintenance and Trades departments.
Administrative and Clerical Support
- Prepare and distribute general departmental correspondence as directed, including employee shift bid reports, payroll, memos, emails, standard operating procedures, meeting agendas and minutes, and presentations.
- Create spreadsheets to track information, including employee information such as training records, professional licenses, performance evaluation dates, locker and bunk room assignments, and other information for regulatory compliance.
- Initiate and monitor Field Maintenance and Trades Department work orders.
- Maintain electronic and paper files, process mail, and handle fax and copy requests.
- Troubleshoot minor IT issues such as log-in/password issues and assist in the escalation of IT issues in accordance with organizational policy; serve as the initial point of contact for any IT issues for employees
- Maintain schedule of organization-owned motor pool vehicles, resolve scheduling conflicts, and ensure communication for use for the requester and for fleet operations.
- Professionally greet and welcome visitors to the building.
- Maintain assigned SharePoint sites.
- Order and maintain office supplies and equipment.
- Coordinate travel arrangements for all department-approved travel and complete travel reports/reimbursement requests.
- Schedule meetings as directed and maintain department calendars, including management on-call calendar.
- Manage the bi-annual electronic shift bid and vacation bid processes for union employees.
- Assist in records management, records inventory program, and records disposal program.
- Update department’s content management system on a monthly basis.
Communication and Coordination
- Answer multi-line phone system (via Teams) and direct calls in a prompt manner.
- Prepare information and documentation for new employee onboarding.
- Relay messages and assignments to crew, tradespersons, managers, duty and assistant managers, and forepersons via maintenance and administration radios.
- Receive department service requests and coordinate information for emergency and non-emergency service calls.
- Respond to vendor, tenant, and public inquiries and resolve or escalate complaints in a timely manner.
- Assist with events in the Field Maintenance and Trades buildings as assigned.
Other Duties
- Perform other duties as assigned.
Education Requirements (must have one of the following)
- High school diploma or equivalent AND two (2) years of administrative, clerical, or office support experience, preferably in a maintenance, facilities, or operations setting OR
- Two years of post-secondary education in business or a related field.
Minimum Requirements
- Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the use of internet search engines.
- Proficient customer service skills.
- Experience working with databases and record-keeping systems.
- Demonstrated knowledge of standard office practices and procedures.
- Strong organizational and time management skills.
- Strong verbal and written communication skills.
- Demonstrated ability to work in a fast-paced, multi-tasking environment.
- Ability to work cooperatively with others.
- Ability to track budgets, purchasing, and inventory.
- Attention to detail and accuracy in record-keeping.
- Proficient spelling, grammar, and proofreading skills.
- Ability to appropriately handle confidential and sensitive information with tact and discretion.
- Ability to operate standard office equipment.
- Valid driver's license.