Flight Coordinator (Executive Admin) - WM
Houston, TX
About the Job
As an EEO/Affirmative Action Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or veteran status.
I. Job Summary
Under minimal supervision, the Flight Coordinator plays a crucial role in ensuring the seamless operation of the Aviation Department. This position involves providing comprehensive administrative and logistical support, coordinating flight schedules, managing crew assignments, and ensuring all travel-related arrangements are executed efficiently. The Flight Coordinator also acts as the primary point of contact for internal stakeholders, ensuring that all aspects of the travel experience align with WM's standards. The ideal candidate is highly organized, detail-oriented, and capable of handling complex, time-sensitive tasks with a highly flexible schedule; work will occur outside of regular business hours, including on weekends.
II. Essential Duties and Responsibilities
+ Initiates and prepares reports required by company policy for accounting, taxes, and aircraft
+ Oversees the technology and communications that is required for flight records and associated items
+ Acts as a liaison between SLT, Management and Crew
+ Coordinates aircraft, crew, flight schedules and department personnel
+ Formats, types and edits a variety of intricate material including: correspondence, memos, reports and confidential material
+ Coordinates Vendor setup in COUPA for invoice processing and payments for entire department; additionally, receives, processes, and pays invoices that COUPA is unable to accommodate for both the Operations and Maintenance teams
+ Receives and screens telephone calls and visitors; schedules appointments and meetings; resolves escalated problems, and refers other matters to appropriate staff members
+ Prepares and updates moderately complex internal reports, collects and verifies data, refers problems to manager for resolution
+ Prepares and updates monthly budget coding
+ Prepares required reports for annual budget and quarterly reviews
+ Maintains and updates department files, records, and publications; maintains confidential files and materials
+ Schedules meetings and appointments; notifies attendees, and makes necessary arrangements
+ Assists in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc.
+ Administers programs, projects, and/or processes specific to the operating unit served
+ Serves as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations
+ May lead or instruct other junior associates.
III. Qualifications
The requirements listed below are representative of the qualifications necessary to perform the job.
A. Education and Experience
+ Education: High School Diploma or G.E.D. Five years previous experience required. Additional two years previous experience may substitute for High School Diploma. High School Diploma or G.E.D, with some additional or specialized training, and five years previous experience preferred.
B. Other Knowledge, Skills and Abilities required
+ Possesses high-level knowledge of policy and aviation related procedures
+ Proficient with Microsoft Office and knowledge of general office equipment
+ Proficient with Coupa software preferred
IV. Work Environment
Office: This job primarily operates in a professional office environment and routinely requires the use of standard office equipment such as computers, phones, copy machines, etc.
Benefits
At WM, each eligible employee receives a competitive total compensation package including Medical, Dental, Vision, Life Insurance and Short Term Disability. As well as a Stock Purchase Plan, Company match on 401K, and more! Our employees also receive Paid Vacation, Holidays, and Personal Days. Please note that benefits may vary by site.
If this sounds like the opportunity that you have been looking for, please click "Apply".
Equal Opportunity Employer: Minority/Female/Disability/Veteran
I. Job Summary
Under minimal supervision, the Flight Coordinator plays a crucial role in ensuring the seamless operation of the Aviation Department. This position involves providing comprehensive administrative and logistical support, coordinating flight schedules, managing crew assignments, and ensuring all travel-related arrangements are executed efficiently. The Flight Coordinator also acts as the primary point of contact for internal stakeholders, ensuring that all aspects of the travel experience align with WM's standards. The ideal candidate is highly organized, detail-oriented, and capable of handling complex, time-sensitive tasks with a highly flexible schedule; work will occur outside of regular business hours, including on weekends.
II. Essential Duties and Responsibilities
+ Initiates and prepares reports required by company policy for accounting, taxes, and aircraft
+ Oversees the technology and communications that is required for flight records and associated items
+ Acts as a liaison between SLT, Management and Crew
+ Coordinates aircraft, crew, flight schedules and department personnel
+ Formats, types and edits a variety of intricate material including: correspondence, memos, reports and confidential material
+ Coordinates Vendor setup in COUPA for invoice processing and payments for entire department; additionally, receives, processes, and pays invoices that COUPA is unable to accommodate for both the Operations and Maintenance teams
+ Receives and screens telephone calls and visitors; schedules appointments and meetings; resolves escalated problems, and refers other matters to appropriate staff members
+ Prepares and updates moderately complex internal reports, collects and verifies data, refers problems to manager for resolution
+ Prepares and updates monthly budget coding
+ Prepares required reports for annual budget and quarterly reviews
+ Maintains and updates department files, records, and publications; maintains confidential files and materials
+ Schedules meetings and appointments; notifies attendees, and makes necessary arrangements
+ Assists in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc.
+ Administers programs, projects, and/or processes specific to the operating unit served
+ Serves as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations
+ May lead or instruct other junior associates.
III. Qualifications
The requirements listed below are representative of the qualifications necessary to perform the job.
A. Education and Experience
+ Education: High School Diploma or G.E.D. Five years previous experience required. Additional two years previous experience may substitute for High School Diploma. High School Diploma or G.E.D, with some additional or specialized training, and five years previous experience preferred.
B. Other Knowledge, Skills and Abilities required
+ Possesses high-level knowledge of policy and aviation related procedures
+ Proficient with Microsoft Office and knowledge of general office equipment
+ Proficient with Coupa software preferred
IV. Work Environment
Office: This job primarily operates in a professional office environment and routinely requires the use of standard office equipment such as computers, phones, copy machines, etc.
Benefits
At WM, each eligible employee receives a competitive total compensation package including Medical, Dental, Vision, Life Insurance and Short Term Disability. As well as a Stock Purchase Plan, Company match on 401K, and more! Our employees also receive Paid Vacation, Holidays, and Personal Days. Please note that benefits may vary by site.
If this sounds like the opportunity that you have been looking for, please click "Apply".
Equal Opportunity Employer: Minority/Female/Disability/Veteran
Source : WM
