Station Administrative Coordinator - SMF

Southwest Airlines • Sacramento, CA

2d • Onsite

About The Position

The Station Administrative Coordinator supports Southwest Airlines’ Ground Operations team by handling administrative, financial, records, supply, and coordination tasks that help the airport station run smoothly. The role provides service to internal and external customers, resolves questions and procedural issues, and builds effective working relationships with Ground Operations and partner departments.

The coordinator assists with station financials, expense reports, invoices, purchasing-card reconciliation, accountable documents, pass requests, records, correspondence, supplies, and general clerical work. The role also supports Employees and Leaders with items such as phone lists, organizational charts, room schedules, keys, badges, and parking administration. It coordinates cross-departmental projects, meetings, events, and reporting, while protecting confidential and sensitive information.

Assigned shifts are based on seniority and may include early mornings, late evenings, weekends, and holidays. External applicants must currently reside in California. Applicants must be authorized to work in the United States without current or future sponsorship, be at least 18, meet Company attendance and appearance standards, and obtain a SIDA badge and satisfy local airport requirements. The role pays $24.02–$26.69 per hour, with additional pay opportunities for Company-authorized work beyond the part-time or full-time schedule.

Requirements

• High School Diploma or GED.
• At least 1 year of relevant work experience.
• Microsoft Office experience, with proficiency in Word, PowerPoint, Outlook, and Excel.
• Ability to deliver high-quality results independently or as a team member, including under tight time constraints and while managing competing priorities.
• Self-motivation and ability to work with minimal direct supervision.
• Good judgment when handling confidential or sensitive information.
• Ability to help define problems and challenges and support realistic solutions using various techniques, including influencing strategies.
• Ability to support assignments and projects owned across departments.
• Active listening skills and ability to take notes and organize meeting materials.
• Ability to deliver formal written and verbal communication to customers, subject matter experts, and Leaders at various organizational levels.
• Ability to organize and balance multiple concurrent tasks while maintaining accuracy, attention to detail, and timely delivery.
• Ability to plan and support special events, including luncheons and meetings.
• Ability to follow Leadership direction effectively.
• Ability to obtain a SIDA badge and meet all local airport requirements.
• Ability to perform work duties at a limited-space workstation, desk, or office area for extended periods.
• Ability to communicate and interact in English to meet job demands.
• Ability to use a computer and other office productivity tools with sufficient speed and accuracy.
• Ability to lift 30 pounds.
• Must be at least 18 years of age.
• Must be a U.S. citizen or authorized to work in the United States; work authorization sponsorship is not available.
• Must maintain a well-groomed appearance under Company standards and comply with Company attendance standards.
• External applicants must currently reside in California.
• External applicants are not eligible for consideration if they were interviewed for the Station Administrative Coordinator position at SMF within the past 12 months and were not selected.

Nice To Haves

• Administrative experience.

Responsibilities

• Provide friendly service and maintain positive relationships with internal and external customers, resolving questions, discrepancies, and procedural problems within established timeframes.
• Develop and maintain understanding of Ground Operations and effective relationships with partner departments.
• Perform general clerical duties, including filing, distributing documents and other items, answering phones, and processing mail.
• Manage station financials, including verifying monies received from Station Sales, preparing bank deposits, and reconciling and maintaining petty cash.
• Process, verify, balance, and reconcile expense reports, invoices, and Leaders’ purchasing cards as needed for accounts payable; audit and provide balancing reports to Leaders weekly or as needed.
• Order, maintain, distribute, and audit accountable documents.
• Prepare and process station-level pass requests.
• Maintain station and staff phone lists, organizational charts, and conference room schedules.
• Protect confidential, proprietary, and sensitive Company and personal information, including Employee files, in accordance with Company guidelines.
• Maintain and archive historical records by documenting changes and revisions to memos, project files, presentations, spreadsheets, and other materials.
• Ensure Internal Customer Care notifications are completed.
• Disseminate correspondence and information through Company email and board mail as required.
• Procure and distribute station supplies.
• Coordinate station keys, badge distribution, parking administration, and other miscellaneous station duties.
• Support cross-departmental projects and initiatives through communication and meeting coordination, meeting-material preparation, schedule preparation and distribution, document preparation, timeline documentation, luncheon planning, and event coordination.
• Prepare and coordinate detailed special, real-time, and recurring reports for operational and non-operational procedures.
• Perform other job duties as directed by Leaders.

Benefits

• Free standby travel on open seats on Southwest flights for the Employee and eligible dependents.
• Company dollar-for-dollar 401(k) match contribution of up to 9.3% of eligible earnings, subject to plan terms and position-specific variation.
• Potential annual profit-sharing contribution to the Southwest Retirement Savings Plan, subject to plan terms and Company discretion.
• Competitive health insurance for the Employee and eligible dependents.
• Health plan coverage options begin on the first day of employment, with enrollment within 30 days and coverage retroactive to the first day of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED