Administrative Services Supervisor

COMPANY BACKGROUND

Airport Synergy Group LLC (ASG) is a Joint Venture between Avports LLC, Jacobsen|Daniels Associates LLC, and Consolidated Management Professionals. ASG brings 120+ years of collective experience in world-class commercial aviation operations. After previous cooperation and successful collaboration among its partners in the past, ASG was recently awarded the management contract to provide Property and Equipment Management Services at the Los Angeles International Airport (LAX), on behalf of the Tom Bradley International Terminal Equipment Co. (TBITEC). 

KEY RESPONSIBILITIES

Reporting to the Terminal Managers, the TBITEC Administrative Services Supervisor will play a dual role to monitor and supervise the TBITEC Gating Center and the TBITEC Dispatch Center. The Administrative Services Supervisor will work closely with the Terminal Managers and General Manager to design effective departmental policies and procedures, train staff, create weekly schedules, address performance issues, respond to inquiries, and other duties related to the operation of these two departments. It is expected that the Administrative Services Supervisor will spend at least one day each week actively working each department. 

The TBITEC Gating Center will monitor and assign common use aircraft resources at LAX’s Terminal 5 on a 24/7/365 basis. This will include reviewing schedules and validating flight data, forecasting utilization, identifying and resolving potential conflicts, recording usage, developing reports. The TBITEC Dispatchers will be required to operate the TBITEC Operations Center (TOC). Both departments are operated on a 24/7/365 basis and will be required to work effectively and collaboratively with numerous other entities in addition to performing a range of key administrative duties.

Generally, the Administrative Services Supervisor will perform and/or supervise the duties presented below for each department.

Terminal Operations Center

1.) answer phone calls, maintain contact logs for each specific request (i.e., operational requests, maintenance malfunctions, and custodial services as needed), and dispatch maintenance, custodial, or supervisors to address issues as appropriate.

2.) monitor the operational status of systems, equipment, and facilities, monitor upper-level control screens, and dispatch maintenance or jam services as appropriate.

3.) generate work orders, update work order information in the CMMS, maintain accurate inventory records.

4.) create purchase orders and track spare parts inventory, as necessary.

5.) maintain operational information logs (e.g., airline activity, gate use, etc.) as directed by the Duty Manager.

6.) assist Duty Managers and Terminal Managers with drafting letters, procedures, and correspondence, creating reports, and other similar administrative duties as requested.

7.) assist with developing office policies and procedures to support the efficient operation of the TOC.

8.) develop and execute effective onboarding and recurring training for all TOC Dispatchers.

Gating Center

1.) coordinate the safe and efficient parking of aircraft on ramp areas, terminal gates, and designated remote parking locations.

2.) adjust aircraft parking schedules to accommodate equipment outages, IRROPS, and other scenarios.

3.) Coordinate the utilization of other common resources, including ticket counters, sort piers, and carousels.

4.) maintains a constant awareness of airfield activities.

5.) answer phone calls, maintain contact logs and in collaboration with the TOC, dispatch Duty Managers, Terminal Managers, or maintenance personnel as appropriate.

6.) monitor the operational status of T5 common-use systems, equipment, and facilities.

7.) maintain operational information logs (e.g., airline activity, gate use, etc.) as directed by the Duty Manager.

General

1.) monitor performance of assigned staff and work in collaboration with Management to resolve issues.

2.) assist with maintaining personnel records, to include attendance, vacation, sick time, etc.

3.) perform/supervise data entry, maintain accurate physical and electronic records, and generate reports.

4.) develop and maintain efficient filing systems for physical and electronic records.

5.) assist Duty Managers with drafting letters, reports, and correspondence as requested.

6.) escalate matters to the on-shift Duty Manager or emergency services as appropriate.

7.) assist with recruiting, interviewing, and onboarding staff under the direction of the Terminal Managers and Duty Managers

8.) maintain an orderly workspace and office environment.

9.) coordinate and supervise the schedule and activities for staff to oversee the each on a 24/7 basis. 

10.)  follow all applicable LAWA rules and regulations, terminal SOPs, and ARCC bulletins.

11.) other duties as assigned.

Both the Gating Center and the TOC will be continuously staffed 7 days each week, 365 days annually. The Administrative Services Supervisor will ensure that all staff observe and obey all ethical and legal obligations entrusted in the position.

PROFESSIONAL EXPERIENCE / QUALIFICATIONS 

To perform this job successfully, the selected individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Proven ability to interface with stakeholders, including airlines, vendors, airport personnel, DHS, TSA, FAA, etc.

- Demonstrated ability to facilitate effective communications in a multi-stakeholder environment.

- Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardizations exist. 

- Ability to review/write reports, business correspondence, and procedure manuals. 

- Ability to effectively respond to questions from key stakeholders, employees, clients, and customers.

- Excellent communication skills.

- Demonstrated proficiency with MS office tools.

COMPENSATION

Salary Range: $56,000 - $58,000 per year

NON-DISCRIMINATION COMMITMENT

- ASG’s policies focus on eliminating all discrimination based on gender, race, ethnicity, indigenous identity, disability, sexual orientation and gender identity.

- ASG’s commitment to gender equality and non-discrimination focuses on issues related to equal opportunities and treatment for all women and men in the employees’ recruitment, selection, promotion, compensation and development processes.

EDUCATION, CERTIFICATES, LICENSES, REGISTRATIONS

- 2 years of supervisory experience is desired.

- Demonstrated aviation experience required.

- Must be eligible to obtain all Airport staff access and security clearances from the Authorities.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will be regularly required to stand; walk; use hands to finger, handle to feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear; and smell. The employee will occasionally be required to sit. The employee must regularly lift and/or move more than 20 pounds. Specific vision abilities required by this job include vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

COGNITIVE DEMANDS

- Attention to detail and focus on quality 

- Highest levels of integrity 

- Ability to manage and resolve conflict in a productive way

- Calm, tactful, respectful, and diplomatic character

- Ability to work under situations of stress and with limited resources 

- Excellent teamwork capabilities

REFERENCES

- Up to three references from previous employers and/or supervisors may be required.