To review and provide a comprehensive administration support required for coordinating department section functions and ensuring the smooth day to day operation of the department. This role is typically focussed on the update and maintenance of administration databases and/or systems. Interaction with contacts within other departments is routine and usually uncomplicated. The use of a computer and applications is at a more advanced level and somewhat frequent.
Job Outline:
- Ensure administrative work undertaken complies with quality standards and is in accordance with department procedures, standards and policy.
- Support the coordination of administration material, requests, mail and equipment on a daily basis and as required for department related activities and corporate events.
- Provide a comprehensive admin systems support service including data entry, maintenance, update and support of relevant databases and in house equipment. Record transactional data in appropriate systems and produce reports as required .Collate, analyse, archive and retrieve data / information when necessary.
- Handle customer/employee requests, actioning transactions and queries in a timely manner and actively seek feedback to provide a high level of service with admin related queries. Obtain and disseminate information from relevant sections if not available.
- Complete timely and accurate processing of transactions, including audit, checking and necessary reconciliation for settlement of bills pertaining to corporate expenses and charges, as well as issuing relevant documentation.
- Provide comprehensive support in maintaining, issuing and tracking supplies, basic fixtures, fittings, and facilities utilisation to ensure safe operation where applicable.
- Other activities may include:
- Conduct briefings and inductions/training as required for new joiners across grades 1-4.
- Compile induction material and equipment required (as well as maintenance) for briefings/training.
- Make suggestions for improvements and provide statistical and/or productivity analysis.
- Allocate tasks for staff and update staff /team on new procedure/processes
- Conduct renewal of airside passes required for EFTA maintenance staff and visitors, and material passes as required.
- Assist in the management and maintenance of EFTA databases and tracking systems used within the maintenance department.
- Track and record changes to technical data used within EFTA maintenance department and distribute to interested parties as required. Control the content of the technical library and aircraft records storage.
- Initial point of contact for all visitors to Flight Training premises, responding in a courteous and timely manner in line with departmental standards.
- Ensure Flight Training facilities are maintained to the required standard as reported via the electronic feedback systems or email notifications. If required coordinate with the relevant teams or external vendors to resolve reported issues within the approved expected timelines.
- Accurately issue letters/certificates, maintain e-filing in specific systems as directed and required.
- Conducts a biannual review of access to the Cabin Crew Portal and Crew Pulse.
- Timely administration and publishing of KiS, Portal and Pulse content as per the SLA and KPP Governance.
- Updating Cabin Crew leave assignment on the internal systems in line with departmental guidelines and approvals.
- Supporting and responding on any leave related queries from different stakeholders such as Cabin Crew Management, Crew Connect, Network Operations and HR
- Supporting regular Cabin Crew leave training sessions virtually and in person.
- Generating and publishing relevant reports as required by business
- Filing of new insurance contracts and claims and handling of insurance claims under the direction of claims team colleagues.
- Administration support to the department including organising meeting, schedules/timing and maintenance of office supplies and other ad hoc tasks as advised by the Managers Insurance.
- Review of old files and move them to InfoFort.
- Handling & processing Marhaba refunds credit card & cash from call centre, operations, corporate clients, visa services team, ocean, SFCC and all CPG bookings.
- Action all DSR discrepancies and advice finance accordingly
- Reconcile the booking summary report sent by suppliers
- Raise request and or issue ad-hoc invoices, such as transaction fees, setup fees, and activation fees
- Keep a record of security deposits provided to suppliers/Customers, reconcile and verify invoices to be processed
- Identify pricing mismatches and investigate the cause of those differences in order to avoid continuous discrepancies
- Track supplier payment ageing reports and escalate where required
- Manage the supplier profiles in salesforce, including keeping financial records such as security deposits
- Manage queue for technical configuration tasks requested by business teams, prioritizing work and coordinating end-to-end work-items sent to loading team.
- Coordinate with business teams on the implementation of complex technical requirements, reviewing impact to operations and sales, establishing the best course of action and reporting on progress and final results.
- Maintain the business critical configuration of systems to meet operational requirements and manage workflow for the Arabian Adventures Tech-product team, and to monitor quality and performance.
- Support security training operations with regards to training schedules, statistics, logistics, roster patterns and administration etc
- Update Team Manpower Planning, including leave & training assignments on the internal systems in line with departmental guidelines and approvals.
- Generate, update and publish relevant reports, including updates to the Oracle Learning Management system and e-learning completion reports.
- Raise RFP/MRE/GRN and follow up with P&L for releasing PO?s as necessary.
- Physically move around assets as required to enable meetings and workshops.
- Maintaining stationary supplies across all three buildings
- Overseeing appropriate cleaning across Emirates Group Technology Centre (EGTC).
- Answer and arrange fixes for ad hoc maintenance queries in EGTC
- Work closely with Group facilities team and ensure planned and proactive maintenance are carried our periodically across EGIT facilities.
- Ensure Meeting room facilities are in working condition and raise issues with the relevant teams
- Effectively manage and upkeep IT facilities (Furniture, office equipment, etc.)
- Book meetings and schedule events as necessary.
- Distribute incoming and outgoing mail.