Station Administrative Coordinator - SMF

Southwest Airlines • Sacramento, CA

3d • $24 - $27 • Onsite

About The Position

The Station Administrative Coordinator supports Ground Operations and helps keep the airport station running smoothly. The role provides administrative and clerical support, assists with onboarding and Employee needs, manages station supplies and accountable documents, and coordinates station items such as badges, keys, parking passes, and pass requests. It also supports station financial processes, records, communications, reporting, meetings, and cross-departmental projects. The position requires strong organization, accuracy, customer service, discretion with sensitive information, and the ability to manage competing priorities.

The role works assigned shifts based on seniority, which may include early mornings, late evenings, weekends, and holidays. Applicants must be at least 18, meet local airport requirements, and be able to obtain a SIDA badge. External applicants must currently reside in California. U.S. citizenship or current authorization to work in the United States is required; work authorization sponsorship is not available.

Requirements

• High school diploma or GED.
• At least 1 year of relevant work experience.
• Proficiency with Microsoft Word, PowerPoint, Outlook, and Excel.
• Ability to deliver high-quality work 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.
• Ability to support assignments and projects owned across departments.
• Ability to listen actively, take notes, and organize meeting materials.
• Ability to communicate formally and articulately in writing and verbally with Customers, subject matter experts, and Leaders at various organizational levels.
• Ability to organize and balance 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 duties 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.
• Must be at least 18 years of age.
• Must comply with Company attendance standards.
• External applicants must currently be residents of California.
• External applicants will not be considered if they were interviewed for the Station Administrative Coordinator position at SMF within the last 12 months and were not selected.
• Must be available for assigned shifts based on seniority, which may include early mornings, late evenings, weekends, and holidays.

Nice To Haves

• Administrative experience.

Responsibilities

• Provide friendly service and maintain positive relationships with internal and external Customers while 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 general clerical tasks, including filing, distributing documents and miscellaneous 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 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 materials such as memos, project files, presentations, and spreadsheets.
• 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, badge distribution, parking administration, and other station duties.
• Support cross-departmental projects and initiatives through communications, meeting coordination, preparation of meeting materials, schedule preparation and distribution, document preparation, timeline documentation, luncheon planning, and events.
• Prepare and coordinate detailed special, real-time, and recurring reports for operational and non-operational procedures.
• Perform other job duties as directed by Employee Leaders.

Benefits

• Free travel on any open seat on Southwest flights for Employees and eligible dependents.
• Company-funded Retirement Savings Plan, including a dollar-for-dollar 401(k) Company 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 plan terms and Company discretion.
• Competitive health insurance for Employees and eligible dependents.
• Health plan coverage options starting from the first day of employment, with 30 days to enroll and coverage retroactive to the first day of employment.

What This Job Offers

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