Air Sr Admin Assistant

Description

Job Summary: The Air Sr Admin is responsible for ensuring the safe, efficient, and compliant execution of Air Gateway operations, coordinating key processes and supporting operational integrity. Key Highlights: 1. Ensures the safe and efficient execution of Air Gateway operations. 2. Integrates flight planning, regulatory compliance, and operational oversight. 3. Serves as a key control and coordination point across various functions. **Before you apply to a job, select your language preference from the options available at the top right of this page.** Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow—people with a unique combination of skill \+ passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level. **Job Description:** ### **Job Summary** ### **The Air Sr Admin is responsible for ensuring the safe, efficient, and compliant execution of Air Gateway operations, ensuring adherence to UPS standards, aviation regulations, and internal procedures applicable to Import and Export operations.** ### **This position integrates flight planning, load planning, regulatory compliance, operational coordination, ramp and warehouse supervision, and administrative support, serving as a key control and coordination point among Flight Dispatch, Flight Control, Ramp Operations, Warehouse, external vendors, and administrative functions.** ### **The role directly supports Air Gateway operational integrity, ensuring all flights are planned, executed, monitored, and documented safely, accurately, and timely.** ### **Key Responsibilities** * ### **Ensure my own safety and that of my colleagues; participate in company health and safety activities** * ### **Generate Load Plans per flight based on Flight Release instructions from Louisville Dispatch.** * ### **Ensure proper Weight & Balance validation prior to departures.** * ### **Validate final operational parameters for fuel and Hazardous Materials (HAZMAT)** * ### **Payload accuracy** * ### **Coordinate with Flight Control to obtain and confirm payload.** * ### **Process and distribute Flight Plans and GENDECs (General Declaration).** * ### **Complete daily, weekly, and preflight checklists.** * ### **Monitor incoming communications (AGMS) and validate ETAs.** * ### **Coordinate with CCO (flight status and positioning)** * ### **Coordinate with fuel vendors (fuel quantity and timing)** * ### **Crew and immigration transportation (if applicable)** * ### **NOTAM notification validations** * ### **Send operational communications (manual updates, reports, notifications).** * ### **Manage and validate data in OPSYS systems (ULD processing – IN/OUT reconciliation)** * ### **Common Carrier processes** * ### **HARMONY (AMS/ADMS slot management)** * ### **Flight Communication Dashboard monitoring** * ### **Identify and correct discrepancies (ULD mismatches, MOMA creation, forced entries).** * ### **Maintain updated ULD inventory and operational records** * ### **Tracking data in systems** * ### **Perform HAZMAT validations and compliance controls.** * ### **Conduct Inbound / Outbound Ramp Inspections** * ### **FOD inspections** * ### **Quick Look Audits** * ### **Review and ensure compliance with FCMEL requirements** * ### **Document ASI/Test Weight scale weight documentation** * ### **Support preparation for audits (internal and external).** * ### **Provide real-time operational supervision at Ramp and Warehouse.** * ### **Ensure compliance with SOPs (Standard Operating Procedures)** * Security requirements * Operational timelines * **Actively participate in:** * Gateway operations control * Self\-Assessments * Maintain accurate flight records. * Manage weekly training compliance (T/S IELMS) * Validate personnel assignments (UPS and vendors) * Generate flight summaries, operational reports, and audit documentation * Ensure full traceability of operations and communications. * Identify operational gaps and propose corrective actions. * Support process improvement implementation * Standardization initiatives * Assist in cross\-functional coordination as required by operational needs. ### **Qualifications** * ### **High School Diploma** * ### **Bachelor’s degree / DPA / Technical / Technologist — Preferred** * ### **More than 2 years of experience in administrative support and/or operations (warehouse/ramp)** * ### **Strong analytical, oral and written communication, problem-solving, basic research, attention to detail, and time management skills** * ### **Proficiency in Microsoft Office: Word, PowerPoint, Excel, Power BI** * ### **English proficiency: Intermediate (60% spoken, 80% written)** ### **Education** * ### **High School Diploma (Secondary Education) – Required.** * ### **Technical, technologist, professional, or university degree in fields related to aviation, logistics, administration, or related areas – Preferred.** * ### **DPA license or certification – Required / Highly desirable.** ### **Experience** * ### **1 to 2 years of experience in airport operations, warehouse, ramp, or administrative and operational support.** * ### **Experience exceeding 2 years in operational, logistics, or air cargo environments will be valued.** ### **Knowledge and Competencies** * ### **Strong analytical skills and ability to interpret operational data.** * ### **Excellent oral and written communication skills.** * ### **Ability to solve problems and make decisions in dynamic environments.** * ### **Attention to detail and compliance orientation.** * ### **Organizational skills and effective time management.** * ### **Ability to work under pressure and in high-demand operational environments.** * ### **Knowledge of air cargo processes, operational control, and regulatory compliance.** ### **Technology Tools** * ### **Proficiency in Microsoft Office: Word, PowerPoint, Excel, Power BI** ### **Languages:** * ### **Intermediate English:** + ### **60% conversational.** + ### **80% reading and writing.** ### **Position Details** * ### **Position:** **Air Sr Admin** * ### **Grade:** **9** * ### **Work Mode:** **100% On-site** * ### **Schedule:** **Rotating shifts Sunday to Sunday, primarily night shifts.** * ### **Location:** **Air Gateway Operations.** * ### **Vacancies:** **1 position available.** **Employee Type:** Permanent UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.