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Operations and Infrastructure Coordinator

The Ottawa International Airport Authority (Authority) is accepting applications for an Operations and Infrastructure Coordinator position.

Responsible for work permit processes to ensure safety and security standards, facilitate with stakeholders and act as central point of communication and organization to ensure seamless operation of both administrative and project-related activities. Provide administrative support to the Vice President, Operations and Infrastructure and team to ensure efficient operations.

ESSENTIAL FUNCTIONS :

Provide administrative support to the Vice President, Operations and Infrastructure and keep them informed of all pertinent items as required.

  • Provide administrative assistance for the Operations and Infrastructure team
  • Process travel expense reports and reconciliation for the Vice President, Operations and Infrastructure, and the team
  • Participate in workgroups or special projects as tasked by the Vice President, Operations and Infrastructure
  • Assist with scheduling and coordinating meetings for the Vice President, Operations and Infrastructure
  • Prepare, distribute and maintain minutes for various meetings
  • Provide general assistance with office tasks (schedule coordination, meeting room booking, supplies ordering, etc.)

Work permit process

  • Coordinate and manage work permit processes with Authority stakeholders, ensuring contractor work plans are reviewed, scheduled, approved and compliant with safety and security protocols
  • Review related work permit applications and forms to ensure that they are complete and clearly state the impact of the work
  • Distribute work permits and follow-up with applicable employee groups to approve work in a timely manner
  • Disseminate approved work permits to applicable employee groups and maintain them  on the Operations Calendar on the intranet
  • Lead work permit meetings and collaborate with Authority project managers, construction managers and trades teams to address operational requirements related to security, the Airport Operations Coordination Centre (AOCC), passenger processing, and safety
  • Act as ad hoc coordinator and project manager to review and coordinate work, identifying impacts and concerns related to safety, electrical, mechanical, plumbing and fire suppression systems and other facility infrastructure
  • Collaborate with and identify stakeholders impacted by projects, ensuring ongoing coordination, effective communication, and timely information sharing between the Authority and its stakeholders

The successful candidate must :

  • Have excellent customer service skills with the ability to understand and meet client needs;
  • Have strong project support coordination and leadership skills in order to oversee and coordinate the work permit process;
  • Have strong organizational skills including time management, planning and scheduling as well as possess a strong attention to detail and timely follow through on projects, minutes and projects as well as being efficient, creative, and resourceful;
  • Be able to deliver successful responses within established timeframes and accurately report situations to appropriate personnel;
  • Be self-motivated, flexible and be able to work both independently and as part of a team;
  • Be able to prioritize and manage multiple tasks efficiently and within defined timeframes; and
  • Demonstrate their strong interpersonal skills, good judgment, discretion and a maturity in dealing with confidential issues. 

These abilities, combined with a professional and positive attitude, will ensure success in building positive working relationships in a team environment.

ESSENTIAL QUALIFICATIONS :

  • Successful completion of post-secondary school program or college diploma in Office Administration, or Business Administration, or Project Management or related field 
  • A minimum of three (3) years or more in administrative support, project coordination, or related experience 
  • Knowledge of general office practices and procedures
  • Experience in budget preparation
  • Knowledge of safety and security risks associated with project work
  • Understanding of construction and project management terminology and processes and the impacts associated with safety, electrical and mechanical systems
  • Fully conversant with Microsoft Office such as Outlook, Word, Excel and PowerPoint
  • Strong coordination and time-management skills, with the ability to manage multiple priorities and deadlines
  • Attention to detail and accuracy in reviewing and preparing documents and processes
  • Collaborative and team-oriented approach
  • Strong communication and written skills in English

ASSETS :

  • Experience in facility management, project support or a project management environment
  • Bilingualism (English and French)

ABOUT THE POSITION :

Salary

$67,342 to $76,114 per year in accordance with the current Collective Agreement (July 1, 2022 to June 30, 2024 rates) and based on a work week of 37.5 hours.  

Job requirements

  • Successfully obtain a security clearance check for a Restricted Area Identity Card (RAIC)

To explore this opportunity, please send your resume to [email protected] by February 11, 2025.

The Authority is committed to the principles of Employment Equity and to achieving a workforce that is representative of the diversity of the Canadian population. We strongly encourage candidates to self-identify if they are Indigenous peoples, persons with disabilities, or members of visible minorities.