Administration Coordinator

Job Purpose: Plan and execute the administration function related to leave
distribution, manpower resource deployment and stores planning and management
for the Department in accordance with Company/ Departmental regulations, to
ensure optimum utilisation of resources to cover the ‎24 hrs shift operations
whilst maintaining an effective quality service delivery, in adherence with
the SOP. Maintain adequate stationery, a regular contact with Customs for
unclaimed bags and ensure all equipments are functional for a smooth
operation. Job Outline: - Leave/ Attendance Exceptions area: Plan and
distribute the annual leave for the department, by the 15th of the preceding
month and in accordance with set management targets, to ensure that the staff
are not deprived of their contractual entitlements within the scope of Company
/ Departmental regulations. - Oversees the implementation of the Leave
Management system and ensure accurate maintenance of the leave slot assignment
in the system through close coordination with the Resource planning team.
Ensure that the system is used effectively and that any issues are addressed
with the respective stakeholders. (EKAS specific) - Generate/ verify Exception
reports every week to ensure data capture on attendance, overtime, taxi claims
and other incidentals are accurately fed into the ETHOS system for payroll
cut-over. Take prompt remedial action on inaccuracies, in consultation with
Admin Officer, to ensure that Company/ staff interest is assured with no undue
loss of revenue. Freeze salary on late resumption cases of ‎3+ days. - Initiate
follow-up action from the TER/DER on absence of ‎2+ days, ascertaining reasons
for non-attendance, brief staff on regulations, and provide feedback to
respective unit heads/ AO on cases of concern at regular intervals. Ensure
that Admin Assistant receives the necessary documentation (leave applications,
medical certificates, etc) to accurately reflect the attendance in the system.
- Consult with staff on medical conditions and prepare medical reports for
Company Doctor approval, in liaison with HR, to enable staff's attendance be
certified as sick leave. - Administer the probationary & annual performance
process within the department, in order to ensure that the assessments are in
keeping with department/ Company guidelines. Filter through records of poor
performers and draw to the attention of Admin Officer on a monthly basis for
counselling of new hires in this respect. - Share responsibility with Admin
Officer on the induction process of new hires into the department by
conducting briefing sessions on administrative matters each month. - Maintain
the database on the departments assets & inventory ensuring that the same is
kept current, with additions, write-offs, transfer of equipments between cost
centres/ location promptly fed-in.. Conduct an asset verification exercise bi-
annually and draw attention to Admin Officer on any areas of concerns to
ensure our asset inventory is accurate. - Update the HR-Direct system with
appreciation certificates awarded to staff during the month to ensure staff
records are current and accurately reflected. - Manpower Roster area: Analyse
manpower profiles generated by RMS for seasonal/ ad hoc requirements,
highlighting any concerns on manpower shortages/ excesses, violation of roster
rules, etc to enable management review prior to acceptance of the proposed
roster pattern - Prepare/ release the monthly roster by the 25th of each
month, on the lines of management authorised RMS profiles, to ensure optimum
utilisation of manpower resources for ‎24 hours shift operation coverage,
whilst keeping Operations and staff welfare in mind. - Create Text files for
RMS shift allocation as per published roster and ensure that the same is
uploaded in the system by the last day of the preceding month to enable Real
Time Control run on the lines of the released roster. - Plan rostered overtime
to cover operational peaks and/or make roster adjustments as necessary (for
staff on medical/ emergency leave/ training situations) to ensure adequate
manpower coverage for Operations on a day-to-days basis. Release advisories on
any roster revisions, ensuring that the ETHOS-ROS system is promptly updated
for attendance control purpose. - Liaise/ provide Admin Officer with a monthly
break-down of staff deployment on the roster by location, indicating
highlights related to changing patterns, cross-utilisations between cost
centres, acting roles, etc to enable appropriate tracking on the manpower
budget - Stock Control and Operational Support Monitor and replenish stocks of
revenue and other airline stationery to ensure a smooth operation. - In case
of Baggage Services, co-ordinate with Dubai Customs for handover of bags that
are ready for disposal and ensure safety and security is maintained at all
times during the handover. - Reconcile sales coupons with sales reports and
cash deposits, identify irregularities in processed transactions, ensuring
discrepancies are avoided/minimised. - Co-ordinate with suppliers for regular
preventive and break down maintenance of all equipment viz. trolleys, wrapping
machines, podiums, weighing scales etc. - Prepare periodic coupon stock
reports for management review reflecting relevant information that can be used
to positively impact KPIs related to cost reduction and/or revenue. -
Responsible for the administration of Base Data (all Master files and rules)
of the CHUCK & WASLA system for Revenue Services. Maintain the record against
the budgeted standards and KPIs. - Lounge Administration: Conduct on site spot
checks & undertake neccesary follow up with both internal & external stake
holders as per service level agreement or warranties. - Liaising & maintaining
quotations of products with internal/external stake holders & raising the
needful requisitions on a timely manner. Managing the distribution &
availability of newspapers, magazines, stationary and other amenities for the
department. - Generating various reports and distributing the same to
management and other relevant internal Stakeholders. - Ensuring timely
maintenance by conducting routine checks and arranging for the servicing of
all equipment owned by all the Passenger Support Services areas. Same to be
achieved by obtaining timely approval of repair and maintenance quotations,
analysing them, presenting them to management and managing them once approved
with Suppliers. - Coordinate and oversee new Lounge openings and renovations
by arranging passes for vehicles/tools/materials, drafting & issuing letters
for Police approvals & Airport Passes etc. Monitoring the execution of the
work and control manpower/man-hours as per the plan set whilst following up
with Facility & Product Development on status & updates. Set up project
meetings with stakeholders, maintain meeting minutes as well as updating and
distributing Project Tracker status. Ensuring Suppliers comply with Safety
regulations & are in possession of necessary approvals prior to commencement
of work. - Plan & assist with the execution of ad hoc assignments liaising
with relevant internal/external stakeholders and provide updates to management
on the progress and of any concerns that needs escalation. Also assist with
various staff issues, from meeting management, letter issuance, spot review
and performance management support etc.
Qualifications & Experience: Administration.General administration : ‎3+ Years
‎12 Years schooling or equivalent : Experience in an administration
environment, preferably in a similar capacity Knowledge/skills: Should be
proficient on MS packages, Company systems (TER/ROS) & Resource Management
Systems For Lounges: Should be proficient on various Company Systems DMACS,
LESA, OPERA, ITSR, ITSE, E - Workflow, ALTARS, HR Direct, DCMM and External
Systems MAXIMO, DA ? E Services. Safety Sensitive Role: No
Salary & Benefits: Join us in Dubai and enjoy an attractive tax-free salary
and travel benefits that are exclusive to our industry, including discounts on
flights and hotels stays around the world. You can find out more information
about our employee benefits in the Working Here section of our website
www.emirates.com/careers. Further information on what's it like to live and
work in our cosmopolitan home city, can be found in the Dubai Lifestyle
section.