The Administrative Coordinator is responsible for providing administrative support to ensure efficient operation of the Miami Training Center. Answers and routes calls, schedules meetings, and provides assistance and support to all employees and visitors.
· Welcome and assist visitors and guests. Serve/interact with Pilots, Flight Attendants, contractors, vendors and employees
· Maintain polite and professional communication via phone, e-mail, and mail. Provides information by answering questions and requests.
· Provide clerical assistance (data entry, typing, filing, copying, binding, scanning, etc.) to various department heads, as needed
· Receive and screen all incoming telephone calls to ensure they’re routed to the appropriate person(s) and/or department(s)
· Maintain inventory of supplies by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
· Maintaining beverage and break areas and supplies for employees and visitors throughout the training center.
· Coordination of all outgoing mail; including daily afternoon shipments for Federal Express (FedEx). Coordinating pick-up and delivery of USPS mail at local Post Office
· Performs administrative tasks, such as, generating reports, conduct research, creating presentations, and transcribe meeting minutes, assists with expense report reconciliation.
· Maintain the MIA Phone Contact Sheet and associated email distribution lists. Ensure that internal telephone numbers, emails and contacts are up to date for internal distribution
· Coordinate / schedule any office or structural repairs and coordinate any office key code changes.
· Coordinates and oversees all logistics related to departmental meetings (i.e. booking space, ordering and ensuring catering, partner with Information Technology (IT) for audio and visual resources).
· Provide real-time scheduling support of the 2nd Floor Conference Room by managing the associated Outlook calendar and preventing conflicts
· Sends notification email to instructors and onboarding team with personnel details and schedule of events for each new hire class.
· Coordinate/schedule of vendors for New Hire Classes (fingerprints, uniform fittings, immunizations and ground transportation).
· Collection and review of new hire Corporate Card Applications and submission to Corporate Card support team for processing.
· Submits class personnel data to uniform vendor for creation of uniform user accounts.