Administrative Coordinator

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 Coordinator 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-Aviation Security, Inc. 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: $55,000

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

• Ensuring 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
• Coordinates the adjustment of employee assignments to address changing/fluctuating demands and ensure a successful "Day of" operation.
• Assists in the provision of Emergency/IRROP response activities as required
• Coordinating daily work/activity plans and making required adjustments to maintain operational excellence and provide quality customer service
• Monitoring and projecting staffing needs to ensure cost effectiveness.
• Maintain requests for special posts/reassignment of personnel requests
• Making 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.
• Maintaining 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

• Responsible for coordinating all training as it relates to state licensing and contract compliance.
• Update policies and procedures pending Contract Manager and Customer approval.
• Partners 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

• Preparation of 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 data base of incidents and create monthly reports.

AREAS OF PERFORMANCE MEASUREMENT:

Leadership

• Trains, coaches, develops, and supports front-line staff
• Provides leadership and works cross-organizationally to achieve exceptional customer service and operational excellence every day

Knowledge

• Develops and maintains a comprehensive working level knowledge of operations, customer service and safety initiatives
• Maintains an up-to-date knowledge and awareness of Customer activities, initiatives, and services

Aptitude

• Critical thinker with an improvement mindset and a bias for action
• Knows and understand the business from a "Day of" perspective
• Continuously seeks opportunities to improve processes and procedures

Customer Service

• High degree of proficiency with respect to customer service
• Assists Training/Compliance Manager in identifying best practices through the aviation and security industries for identifying, establishing, and responding to passengers with exceptional customer care
• Maintains excellent relationships with Customer
• Establishes trust, respect, and credibility within the airport community

Conduct & Preparedness

• Delivers on commitments and demonstrates a high level of integrity in all aspects of job performance
• Proactive anticipates and responds to customer/passenger needs
• Role Model - exhibits a professional, courteous, and positive manner always
• Adaptable adjusts quickly to changing scenarios
• Prioritizes when faced with multiple demands/changes simultaneously
• Exhibits an understanding of and delivers the company and client behavior and values
• Continually looks for learning opportunities in every-day activities

Performance

• Consistently accomplishes goals, delivers results and meets/exceeds expectations.
• Proactively addresses issues and changing priorities to ensure a successful "Day of" operation
• Works with a sense of urgency

Communication and Compliance

• Demonstrates effective written and verbal communication skills
• Demonstrates strong public relations/customer service skills
• Complies with preparation of all required reports
• Communicates instructions and operational information to front line staff
• Complies 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 a plus

Qualifications

• All applicants for this position must be:
• 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 communications 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 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