Station Administrative Coordinator - BNA

Station Administrative Coordinator

Love keeping things organized and helping your team succeed? Station Administrative Coordinators at Southwest play a key role in keeping the airport running smoothly. They help new employees get started, manage important items like badges, keys, paychecks, and parking passes, and keep track of supplies, schedules, and paperwork. They also help with phone calls, reports, and money handling. By staying organized and solving problems quickly, they support Airport Operations Teams and Leaders, helping the whole station stay on track.

Their work behind the scenes helps Southwest deliver great service and keep things moving every day.

Responsibilities:

• Provides friendly service and maintains positive relationships with all internal and external customers to resolve questions, discrepancies, and procedural problems within established time frames
• Develop and maintain understanding of Ground Operations and effective relationships with Ground Ops partner departments
• General clerical tasks such as filing, distribution of miscellaneous items/documents, answering phones, mail processing, etc.
• Responsible for station financials including verification of monies received from Station Sales, preparation of bank deposits, reconciliation and maintenance of petty cash, etc.
• Processes, verifies, balances and reconcile expense reports, invoices and Leader's purchasing card as needed to prepare for accounts payable. Audits and provides balancing report to Leader weekly or as needed
• Order, maintain, distribute and audit all accountable documents
• Prepare and process station level pass requests
• Maintenance of station and staff phone lists, org charts, conference room schedules, etc.
• Responsible for maintaining the integrity of confidential, proprietary, and sensitive company and personal information, including employee files to ensure compliance with company guidelines, support planning decisions, engage stakeholders, and deliver on department goals and requirements
• Maintains and archives historical records by documenting changes and revisions to materials such as memos, project files, presentations, spreadsheets, etc.
• Serves as primary resource for ensuring internal customer care notifications are completed
• Disseminates correspondence and information as required through company email and board mail
• Procurement and distribution of station supplies
• Miscellaneous station duties such as coordination of station keys, badge distribution, parking administration, etc.
• Responsible for supporting cross-departmental projects/initiatives via communication and meeting coordination, preparation and organization of meeting materials, schedule preparation and distribution, document preparation, timeline and time frame documentation, luncheon planning, events, etc.
• Prepares and coordinates detailed special, real time and recurring reporting for operational and non-operational procedures to evaluate status, company processes, etc.
• May perform other job duties as directed by employee's leaders

Knowledge, Skills and Abilities:

• Demonstrates experience using Microsoft Office products - Word, PowerPoint, Outlook, and Excel proficiency required
• Demonstrates the ability to deliver high quality results when contributing as an individual or member of a team, including when under tight time constraints and/or while dealing with competing priorities
• Self-motivated with the ability to work with minimal direct supervision
• Demonstrates good judgement when given confidential/sensitive information
• Able to assist in the definition of problems/challenges using various techniques to support realistic solutions, such as influencing strategies
• Able to support assignments/projects which are owned cross-departmentally
• Exhibits the ability to listen actively and attentively, take notes, and organize meeting materials
• Comfortable and articulate delivering formal communication, written and verbal, to various levels of the organization including customers, subject matter experts, and leaders
• Ability to organize and balance multiple concurrent tasks/assignments while maintaining a high degree of accuracy, attention to detail, and timely delivery
• Ability to plan and support special events such as luncheons, meetings, etc.
• Effectively follows leadership direction

Education:

• Required:
  
  High School Diploma or GED

Experience:

• Required:
  
  1+ years of relevant work experience
• Preferred:
  Administrative experience

Licensing/Certification:

• Must be able to obtain a SIDA badge and meet all local airport…