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General information

Name
ADMINISTRATION COORDINATOR

Description & Requirements

Job Purpose

At Emirates, we believe in connecting the world, to and through, our global hub in Dubai; and in constantly innovating to ensure our customers ‘Fly Better’. Emirates is a global leader in the aviation industry, known for its exceptional customer service and cutting-edge technology. Based in Dubai, the airline operates a vast network of international flights, offering passengers unparalleled comfort and convenience. As part of the Emirates Group, the company is committed to delivering innovative solutions and creating memorable travel experiences. With a strong focus on customer satisfaction, Emirates integrates modern communication channels to enhance service delivery across all touchpoints. The airline continues to set industry standards in operational excellence, sustainability, and digital transformation, ensuring that it remains a top choice for travellers worldwide.


The role of the Administration Coordinator is to 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 and Departmental regulations, to ensure optimum utilisation of resources to cover 24-hour shift operations whilst maintaining effective quality service delivery in adherence with the SOP and maintain adequate stationery, regular contact with Customs for unclaimed bags, and ensure all equipment is functional to support smooth operations.


Stock Control and Operational Support:

  • Monitor and replenish stocks of revenue and other stationery to ensure a smooth operation. 

Lounge Administration:

  • Coordinate with HRSS and authorities to ensure timely issuance of Airport Passes, Driving Permits and arranging passes for employees/vehicles/tools/materials.
  • Drafting & issuing letters for Police approvals. 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.

Leave/ Attendance Exceptions area:

  • 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. Monitor trends, cases and escalate to Administration officers and Performance team critical cases and observations or concerns. Follow proper actions requested by Performance and Management team such as PD.
  • Monitor and 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 (Emergency 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 to be certified as sick leave. Coordinate with Internal rostering team with respect to specific provision of rosters for medical cases based on OCCMED referrals.
  • Administer the probationary & annual performance process within the department, 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 monthly 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 equipment 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.
  • Administers data through relevant systems to ensure that administration processes are followed.
     Maintain records of staff overtime, lieu days, sickness, absence, and leave, and update HR systems (i.e. TER) in a timely and accurate manner and provide consistent and accurate customer service over available communication methods.
  • Follow up on all pending Airport Passes with HR, Police and DA authorities to ensure timely delivery of renewals. Proactively generate and review reports of upcoming passes due for renewal and coordinate with the staff and other stakeholders to ensure no delays in issuance- Screen incoming emails and telephone calls, action responses, re-direct correspondence, and collate to the appropriate person obtaining additional information where necessary.
  • Supervise the Department's attendance records, overtime claims, and trip claims and validate such claims are prepared within financial guidelines and relevant company policy.


Qualification

Knowledge/skills:

  • Experience in an administration environment, preferably in a similar capacity.
  • Should be proficient on MS packages, Company systems (TER/ROS) & Resource Management Systems.

Emirates Group is an international organisation with employees from over 170 nationalities; we encourage applications from across the globe. Your application journey begins by applying via the Emirates Group Careers website. Please ensure your CV is up to date for our talent acquisition team to review your profile. If you meet the criteria of the role, you will then be invited to complete a HireVue video interview, to share more about your experience and your career aspirations. If you are shortlisted, you will then be invited to interview with our hiring managers. If you are successful, your recruiter will reach out to you with an offer and then our Onboarding team will ensure a smooth transition to your new role at Emirates Group.



Salary & Benefits


Join us in Dubai and enjoy attractive 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.