Station Administrative Coordinator - PHX

Southwest Airlines • Phoenix, AZ

10h • Onsite

About The Position

The Station Administrative Coordinator supports Southwest Airlines’ Ground Operations team by handling administrative, financial, records, communications, and coordination tasks that help the station run smoothly. The role assists new Employees and manages station resources such as badges, keys, parking, supplies, schedules, and paperwork. It also supports Airport Operations Teams and Leaders through customer service, reporting, meeting coordination, and problem-solving.

The position works assigned shifts based on seniority, which may include early mornings, late evenings, weekends, and holidays. Applicants must be Arizona residents if applying externally. Applicants must be U.S. citizens or authorized to work in the United States; the company does not offer current or future work-authorization sponsorship. The employee must be able to obtain a SIDA badge and satisfy local airport requirements.

Requirements

• High School Diploma or GED.
• At least 1 year of relevant work experience.
• Experience using Microsoft Office products, including proficiency in Word, PowerPoint, Outlook, and Excel.
• Ability to deliver high-quality results independently and as part of a team, including under tight time constraints and while handling 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 techniques such as influencing strategies.
• Ability to support assignments and projects owned across departments.
• Active listening, note-taking, and meeting-material organization skills.
• Ability to communicate formally and articulately, in writing and verbally, with Customers and people at various organizational levels, including subject matter experts and Leaders.
• Ability to organize and balance concurrent tasks and assignments 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 local airport requirements.
• Ability to work from 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 maintain a well-groomed appearance in accordance with Company appearance standards.
• Must be a U.S. citizen or have authorization to work in the United States as defined by the Immigration Reform Act of 1986; no current or future work-authorization sponsorship is available.
• Must be at least 18 years old.
• Must comply with Company attendance standards.
• External applicants must currently reside in Arizona.
• External applicants will not be considered if they interviewed by phone, virtually, or in person for the Station Administrative Coordinator position at PHX within the previous 12 months.

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 an understanding of Ground Operations and effective relationships with Ground Operations partner departments.
• Perform clerical tasks, including filing, distributing items and documents, 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 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, organization 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.
• Serve as the primary resource for ensuring 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, distribute badges, administer parking, and perform other miscellaneous station duties.
• Support cross-departmental projects and initiatives through communications 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 on operational and non-operational procedures and processes.
• Perform other job duties as directed by Employee’s Leaders.

Benefits

• Free travel, as a privilege, on any open seat on Southwest flights for the employee and eligible dependents.
• Company-funded Retirement Savings Plan, including a dollar-for-dollar 401(k) match 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 Company discretion and plan terms.
• Competitive health insurance for the employee and eligible dependents.
• Health plan coverage options begin on the first day of employment; employees have 30 days to select and enroll, with coverage retroactively available to the first day of employment.

What This Job Offers

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