Administrative Manager

Join a Global Leader in Aviation Security

Salary Range: $24.00 hourly

Job Summary:

The Administrator Manager is a key member of the contract support team responsible for managing the administrative requirements of the contract, including resource management, payroll and billing, scheduling, compliance, reporting, implementation of new process and on-boarding of new administrators. The successful candidate will be a proactive, self-starter who is detail-oriented and has excellent communication and organizational skills.

Main Duties and Responsibilities:

Employee Management:

• Manage the recruitment and selection process for security officers, including reviewing applicant pipeline to identify qualified candidates and creating personnel folders for new hires.
• Maintain all personnel files and ensure they are up to date and accurate.
• Process all change of status forms for security team.
• Monitor all employee database information, including personnel information and staff deficiencies, and take corrective actions as necessary.
• Maintain attendance, lateness, and disciplinary files for all officers.
• Prepare monthly personnel reports for management review.

Badging and Licensing

• Ensure all officers 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 in order 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 a tracking system for uniform purchase and issue.
• Issue equipment to security team and maintain equipment issuance records.

Payroll/Billing

• Input payroll and billing information in "real-time" to ensure timely and accurate payment of employees and billing to the customer.

Compliance

• Coordinate all training as it relates to state licensing and contract compliance.
• Update policies and procedures pending Program Director and Customer approval.
• Maintain a database of all key performance metrics and create monthly reports for distribution to the customer.
• Create a quarterly contract performance scorecard.
• Maintain an 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.

Onboarding of new Admin

• Train new administrators on all the responsibilities of an administrator, including managing user accounts, system configurations, and software updates.
• Help develop and deliver training programs to ensure all admins are up to date with the latest processes and procedures.
• Update training materials as needed to reflect changes in processes and procedures.
• Assist in projects that directly impact admins, such as implementing new software or upgrading hardware.

Travel

• Up to 25% required.

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
• 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 through-out 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.