Administrative Support Coordinator jobs

Location: Toronto, ON, Canada (Onsite)
Starting Salary: $24.90/hour
Branch: Crew Planning, Scheduling and Administration
Category: Unionized (IAMAW - Clerical)

Being part of Air Canada is to become part of an iconic Canadian symbol. Are you passionate about reaching new heights, teamwork and making a meaningful contribution? Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation.

It’s important to know that

• Flexibility is key: The role requires someone who can adapt to changing schedules and priorities. Being available and responsive when things shift is essential.
• Teamwork is important: Strong interpersonal abilities to engage and collaborate effectively with colleagues across multiple generations.
• Adaptability in a Fast-Paced Environment: Success in this role hinges on the ability to prioritize effectively amid constant demands. Staying focused under pressure is essential.

Key duties

• Prepare, edit, proofread, and format correspondence, reports, spreadsheets, tables, and other documents using various software applications.
• Process and validate pilot expense claims and operational allowances, ensuring accuracy and compliance with established procedures.
• Calculate expenses and applicable allowances for newly hired pilots following completion of Pilot Indoctrination Training.
• Review pilot training expenses submitted through Concur, identify duplicate, over or underpayments, confirm applicable allowances, and ensure accurate processing.
• Investigate and resolve discrepancies related to pilot expenses, amended pairings, and operational schedule changes.
• Coordinate with Crew Pay and Crew Scheduling to support the accurate administration of pilot payments and expense adjustments.
• Coordinate with Crew Accommodations to maintain accurate hotel and transportation information in operational systems and reports.
• Verify and process vendor invoices related to pilot accommodations and cabin crew transportation, including supporting documentation and applicable taxes.
• Maintain accurate records and documentation to support expense administration, reconciliation, and audit requirements.
• Liaise with Crew Pay, Crew Scheduling, Crew Planning, Crew Accommodations, and other internal and external stakeholders to resolve financial and operational inquiries.
• Maintain and update the Flight Operations Contact Directory and upload current information to Aeronet and SmartDoc.
• Upload monthly pilot meal allowance information to Aeronet.
• Organize and prioritize workload to meet time-sensitive deadlines while maintaining accuracy and confidentiality.
• Administer and comply with Company policies, applicable Collective Agreements, the Flight Operations Manual, and established procedures.
• Perform other related duties as required.

Qualifications

• High School graduation;
• Minimum 2 years office experience;
• Intermediate knowledge of Microsoft Office applications;
• Knowledge of aircraft terminology;
• Good interpersonal skills;
• Good communication skills, both written and verbal;
• Proficiency in spelling, punctuation and grammar;
• Aptitude for math;
• Aptitude for accuracy and detail;
• Demonstrate punctuality and dependability to support overall team success in a fast-paced environment.

Benefits

• Financial benefits: Pension program, Employee Share Ownership Program, and Profit Sharing.
• Wellbeing & health benefits: Health, dental, and life insurance for you and your family (if necessary).
• Recognition: Air Canada’s recognition program (Shine) allows you to recognize and be recognized for those outstanding moments.
• Travel privileges: A generous employee travel program for you and other eligible once you have completed twenty-eight (28) weeks of service. This includes, but is not limited to standby travel, hotel & car rental discounts, Air Canada Vacation discounts, and more.

Conditions of Employment

Candidates must be eligible to work in the country of interest at the time any offer of employment is made and are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest.

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.

Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.