Business Support Specialist

TUCSON AIRPORT AUTHORITY•Tucson, AZ

2d•$21 - $30•Onsite

About The Position

Under general supervision and administrative direction, the Business Support Specialist (BSS) at Tucson Airport Authority (TAA) provides administrative and technical support, independently completing a variety of tasks or actions assisting the TAA Vice President and Chief Revenue Officer (VP/CRO), and Business and Commercial Development Division (BCD) staff for Tucson International Airport (TUS) and Ryan Airfield (RYN). Frequently researches, analyzes, reconciles, organizes, plans for and completes tasks within established guidelines, processes and procedures. Assists with the planning and execution of official TAA meetings, forums, special events and other activities that require broad professional administrative skills.

Requirements

Knowledge of record management and official record keeping.
Knowledge of customer service principles.
Knowledge of administrative support and office management principles, time management, organizational and prioritization best practices.
Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and other office equipment.
Familiarity with Enterprise Resource Planning (ERP) and other business software systems (E.g., ABRM/AMS, Oracle, PM Web, SAP, Peoplesoft, etc.).
Skill in MS Word, Excel, and PowerPoint to create documents, tables, reports, spreadsheets, and presentations.
Ability to perform tasks with a high degree of accuracy, confidentiality and attention to detail, and mature judgment to function in compelling, fast-paced work environment with deadlines and multiple projects.
Ability to initiate and organize responsibilities with minimal supervision, taking independent action to resolve problems within authorized decision-making level.
Strong oral and written communication skills, including proofreading for spelling, grammatical or typographical errors.
Ability to communicate clearly in person, in writing, and via telephone/cellular phone with sufficient clarity to be understood by others.
Ability to lift, move, and carry items weighing a maximum of 40 lbs., with or without assistance.
Ability to manage multiple tasks and responsibilities with a high degree of accuracy, attention to detail, with mature judgement, to function in an environment with frequent deadlines and projects.
Ability to read, write, and speak English in an articulate and fluent manner with sufficient clarity to be understood by others.
Understanding that dissemination of information outside of job requirements is based on “need-to-know”.
Ability to maintain discreet and professional sense of confidentiality due to sensitive nature of job functions.
Ability to engage in self-improvement activities and training as directed.
Ability to perform cross training on other tasks within the work environment.
Ability to research and gather information using a variety of methods to ensure timely, accurate, and applicable data collection.
Ability to demonstrate excellent customer service.
Ability to establish and maintain effective and positive professional working relationships with all TAA employees, Board and Authority members, consultants, outside agency representatives, and the general public.
Ability to use a variety of office equipment including computer, calculators, copy/fax/scanner machines, plotters/printers, and other office machines.
Ability to continually learn and apply the latest technical knowledge/skills in functional area of responsibility.
Valid Arizona Driver’s license.
Must obtain and maintain access to the Security Identification Display Area (SIDA).
Must successfully complete the National Incident Management System (NIMS) 100, 200, 700 and 800 course requirements and certification within the first year of assuming the position.
As an employee, you are deemed to be essential personnel as part of TAA’s emergency response, and must respond to airport incidents, as requested/required.

Responsibilities

Perform administrative support tasks, to include filing, preparation of business correspondence; conduct research and analysis for BCD, update division policies, work instructions, and operating procedures; coordinate and schedule meetings; coordinate travel and training, and documentation review.
Manage the BCD records retention program consistent with TAA records retention standards.
Complete data entry into the airport business revenue management system (ABRM/AMS) including, but not limited to, uploading fully executed lease documents, inputting agreement summary information such as critical dates, rents, and other provisions.
Enter monthly tenant and licensee activity data into ABRM/AMS to facilitate monthly activity-based billing in coordination with Finance Division.
Compile and prepare monthly summaries, status reports, activity logs, tenant financial reports and data, and other routine reports and information.
Prepare monthly Aviation Activity Reports.
Assemble tenant revenue performance data to report and track Key Performance Indicators (KPI’s) for Concessions and Properties Departments.
Manage tenant improvement application intake and keep track of tenant project milestones.
Relay TAA feedback to tenants regarding their project applications.
Maintain current, accurate records for all assigned projects; prepare routine reports and respond to inquiries from TAA team members and tenants.
Track and notify BCD staff on upcoming tenant and license agreement milestones and critical dates in accordance with the BCD Agreement Lifecycle Management Standard Operating Procedure.
Assist BCD staff with routine tasks, including coordinating reviews of agreements and filing executed agreements, organizing agreement folders and documents, archiving records as necessary.
Research, prioritize, and follow-up on issues/concerns identified by the VP/CRO to include those of a sensitive business nature.
Maintain the confidentiality of potential clients and sound judgement with an awareness of the information the position may be privy to.
Prepare purchase requisitions, move orders, check requests and submit them for approval, assist with billing and invoice reconciliation.
Collect ground transportation permit holder credit card payments, record them in ABRM/AMS.
Process ground transportation permit applications, issue permits, and gate access passes in coordination with Concessions and Ground Transportation Department.
Prepare and process outgoing mail, including certified and tracked mail.
Be responsive to airport emergencies and situations that may involve loss of human life or property; support public safety and operational response to emergencies; utilize Incident Command System (ICS)/National Incident Management System (NIMS) protocols and procedures; coordinate and/or participate in after-action emergency de-briefing with appropriate departments and stakeholders.