Administration Coordinator Full Time

Job Outline

• Leave/ Attendance Exceptions area:
• Plan and distribute the annual leave for the department, by the 15th of the preceding month and in accordance with set management targets, to ensure that the staff are not deprived of their contractual entitlements within the scope of Company / Departmental regulations.






• Oversees the implementation of the Leave Management system and ensure accurate maintenance of the leave slot assignment in the system through close coordination with the Resource planning team. Ensure that the system is used effectively and that any issues are addressed with the respective stakeholders. (EKAS specific)
• Generate/ verify Exception reports every week to ensure data capture on attendance, overtime, taxi claims and other incidentals are accurately fed into the ETHOS system for payroll cut-over. Take prompt remedial action on inaccuracies, in consultation with Admin Officer, to ensure that Company/ staff interest is assured with no undue loss of revenue. Freeze salary on late resumption cases of 3+ days.
• Initiate follow-up action from the TER/DER on absence of 2+ days, ascertaining reasons for non-attendance, brief staff on regulations, and provide feedback to respective unit heads/ AO on cases of concern at regular intervals. Ensure that Admin Assistant receives the necessary documentation (leave applications, medical certificates, etc) to accurately reflect the attendance in the system.
• Consult with staff on medical conditions and prepare medical reports for Company Doctor approval, in liaison with HR, to enable staff’s attendance be certified as sick leave.
• Administer the probationary & annual performance process within the department, in order to ensure that the assessments are in keeping with department/ Company guidelines. Filter through records of poor performers and draw to the attention of Admin Officer on a monthly basis for counselling of new hires in this respect.
• Share responsibility with Admin Officer on the induction process of new hires into the department by conducting briefing sessions on administrative matters each month.
• Maintain the database on the departments assets & inventory ensuring that the same is kept current, with additions, write-offs, transfer of equipments between cost centres/ location promptly fed-in.. Conduct an asset verification exercise bi-annually and draw attention to Admin Officer on any areas of concerns to ensure our asset inventory is accurate.
• Update the HR-Direct system with appreciation certificates awarded to staff during the month to ensure staff records are current and accurately reflected.
• Manpower Roster area:
• Analyse manpower profiles generated by RMS for seasonal/ ad hoc requirements, highlighting any concerns on manpower shortages/ excesses, violation of roster rules, etc to enable management review prior to acceptance of the proposed roster pattern
• Prepare/ release the monthly roster by the 25th of each month, on the lines of management authorised RMS profiles, to ensure optimum utilisation of manpower resources for 24 hours shift operation coverage, whilst keeping Operations and staff welfare in mind.
• Create Text files for RMS shift allocation as per published roster and ensure that the same is uploaded in the system by the last day of the preceding month to enable Real Time Control run on the lines of the released roster.
• Plan rostered overtime to cover operational peaks and/or make roster adjustments as necessary (for staff on medical/ emergency leave/ training situations) to ensure adequate manpower coverage for Operations on a day-to-days basis. Release advisories on any roster revisions, ensuring that the ETHOS-ROS system is promptly updated for attendance control purpose.
• Liaise/ provide Admin Officer with a monthly break-down of staff deployment on the roster by location, indicating highlights related to changing patterns, cross-utilisations between cost centres, acting roles, etc to enable appropriate tracking on the manpower budget
• Specific to National Cadet Pilot team:
• Support with coordination of cadet records, contracts and training bonds.
• Prepare and generate accurate update to date data on cadets records, progress and training on monthly basis and share with National Cadet Manager.
• Liaise with Flight Training Admin office for all cadet related training
• Organise the logistics and admin tasks for graduation ceremony
• EFTA:
• Maintains continuity of work operations by documenting and communicating needed actions to management: discovers irregularities and determines continuing needs. Resolves administrative problems by identifying and analysing information to create better solutions.
• Administers data through relevant systems to ensure that administration processes are followed.

Maintain records of staff overtime, in-lieu, sickness, absence, and leave. Update HR systems, i.e. TER, in a timely and accurate manner.

• Maintains administrative workflow by studying methods, implementing cost reductions, developing reporting procedures. Guide employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines.
• Provide consistent and accurate customer service over available communication methods.
• Coordination of airside pass applications for internal and external stakeholders.

Qualifications & Experience

Administration. General administration : 3+ Years

12 Years Schooling Or Equivalent

Experience in an administration environment, preferably in a similar capacity

Knowledge/skills

• Should be proficient on MS packages, Company systems (TER/ROS) & Resource Management Systems
• For Lounges: Should be proficient on various Company Systems DMACS, LESA, OPERA, ITSR, ITSE, E ? Workflow, ALTARS, HR Direct, DCMM and External Systems MAXIMO, DA ? E Services.