Administrative Coordinator

Join a Global Leader in Aviation Security! Medical, dental & vision insurance available! 401k with company matching! Paid vacation & holidays! ACTS-Aviation Security Inc. has an immediate opening for an Administrative Manager at Charlotte International Airport in Charlotte, NC. Established in 2001, ACTS-Aviation Security has grown to become one of the leading providers of security solutions to the US aviation market. ACTS is a wholly owned subsidiary of the international security company ICTS Europe and specializes in the provision of security solutions and services, primarily focused on catering, aircraft and cargo screening. With corporate offices in Chicago and Atlanta, and operational centers at more than 30 airports across the United States, ACTS provides nationwide coverage. As an ICTS Europe subsidiary, ACTS offers unmatched experience, expertise, quality and innovation. ACTS Security Agents are proud of their role in aviation security and have the opportunity for advancement – the ideal place to build a career in aviation security. The Administrative Coordinator reports to the Station Manager and is responsible for supporting the administrative requirements of ACTS’ contract with CLT, including personnel management, payroll and billing, scheduling, and reporting. Primary Responsibilities Annual Salary Range: $60,000-65,000 Employee Management Review applicant pipeline to identify qualified candidates Create personnel folders for new hires Maintain all personnel files and have them available for review upon request Process all change of status forms for team Maintain and monitor all employee database information, including personnel information and staff deficiencies Maintain all officers’ attendance, lateness and disciplinary files and have them available upon request Create monthly personnel reports Badging and Licensing Ensure all staff assigned are in compliance with all airport badging and state security licensing requirements Maintain and monitor employee database for licensing and airport badges and report any changes in personnel within 48 hours Scheduling Develop and communicate staffing schedules to ensure an efficient and effective operation within established service level performance and quality standards Coordinate the adjustment of employee assignments to address changing/fluctuating demands and ensure a successful “Day of” operation Assist in the provision of Emergency/IRROP response activities as required Coordinate daily work/activity plans and make required adjustments to maintain operational excellence and provide quality customer service Monitor and project staffing needs to ensure cost effectiveness Maintain requests for special posts/reassignment of personnel requests Make arrangements to replace guards who must leave their post Uniforms and Equipment Ensure all systems, tools/equipment and supplies required for the contract are available and in good working condition to enable smooth flow of operations Maintain tracking system for uniform purchase and issue Issue equipment to traffic control team and maintain equipment issuance records Payroll/Billing Data input payroll information in real‑time Data input billing information in real‑time Compliance Coordinate all training as it relates to state licensing and contract compliance Update policies and procedures pending Contract Manager and Customer approval Partner with the Assistant Manager to track employees’ performance on customer service and safety initiatives, identifying additional training resources for staff requiring additional education Maintain database of all key performance metrics and create monthly report for distribution to Customer Create quarterly contract performance scorecard Maintain internal audit schedule Reporting Prepare daily shift reports as well as incident/event occurrence reports for Customer Review and consolidate daily logs of unusual incidents and requests for service Develop and maintain database of incidents and create monthly reports Areas of Performance Measurement Leadership Train, coach, develop, and support front‑line staff Provide leadership and work cross‑organizationally to achieve exceptional customer service and operational excellence every day Knowledge Develop and maintain comprehensive knowledge of operations, customer service and safety initiatives Maintain up‑to‑date knowledge and awareness of Customer activities, initiatives, and services Aptitude Critical thinker with an improvement mindset and a bias for action Know and understand the business from a “Day of” perspective Continuously seek opportunities to improve processes and procedures Customer Service High degree of proficiency with respect to customer service Assist Training/Compliance Manager in identifying best practices through the aviation and security industries for identifying, establishing, and responding to passengers with exceptional customer care Maintain excellent relationships with Customer Establish trust, respect, and credibility within the airport community Conduct & Preparedness Deliver on commitments and demonstrate a high level of integrity in all aspects of job performance Proactively anticipate and respond to customer/passenger needs Role model – exhibit a professional, courteous, and positive manner always Adaptable – adjust quickly to changing scenarios Prioritize when faced with multiple demands/changes simultaneously Exhibit an understanding of and deliver the company and client behavior and values Continuously look for learning opportunities in everyday activities Performance Consistently accomplish goals, deliver results and meet or exceed expectations Proactively address issues and changing priorities to ensure a successful “Day of” operation Work with a sense of urgency Communication and Compliance Demonstrate effective written and verbal communication skills Demonstrate strong public relations/customer service skills Comply with preparation of all required reports Communicate instructions and operational information to front‑line staff Comply with all company/client policies as well as government regulations/standards compliance with all company and client policies Position Requirements Education and Experience Must have a minimum high school diploma or GED Previous HR or security administrative experience is a plus Qualifications 21 years of age or older A U.S. Citizen or Legal Resident Have a clear criminal record Able to obtain and maintain a valid SIDA badge Outstanding interpersonal and communication skills required Ability to work in a team‑oriented environment with the ability to work independently Able to work a rotating shift schedule, including nights, weekends, and statutory holidays Skills, Abilities and Personal Suitability Superior communication skills (oral and written) Excellent interpersonal, customer service and conflict resolution skills with an unrelenting commitment and passion to customer service excellence Excellent team leader and team player with the ability to motivate, coach/mentor, engage and train employees Competent in basic computer skills in MS Office applications, email, MS Word Technically adept at using technology and experienced in working with automated processes Highly organized, resourceful, results driven, detail oriented Thrives in a fast‑paced, agile, and collaborative environment Adaptable/flexible with the ability to work under constraints/pressure and quickly respond to changing/fluctuating priorities throughout the day Demonstrated ability to facilitate, negotiate, influence, and collaborate Strong time management, problem solving, and decision‑making skills combined with a sense of urgency to deliver operational and customer service excellence Innovative and continuous improvement mindset Demonstrates a high level of honesty and integrity and exhibits a professional, positive, and courteous manner always Demonstrated Competencies to be Successful in the Position Security mindset – take pride in keeping the skies safe and the flights secure Trust – keeping promises and speaking the truth Customer focused – the willingness to listen and the duty to act promptly and appropriately Team spirit – integrity, experience, collaboration and open communication Innovation – creativity, seeking new ideas, continuous improvement through anticipating change and adapting to it The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. Candidates will be required to go through pre‑employment drug screen, criminal check, and/or airport fingerprinting. ACTS is an equal opportunity employer committed to workforce diversity. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status or other category protected under applicable law. For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr