Executive Flight Centre Group Ltd. (“Executive Flight Centre” or “EFC”) has been setting standards in aviation fuel and airport services for over 75 years. Headquartered in Calgary, with operations in Alberta, British Columbia, and Saskatchewan, EFC is part of a national aviation platform which offers a diverse range of services to meet the needs of airports and aerodromes. Our vision is to provide first class services to all customers in the aviation industry by focusing on safety, quality, and customer service.
EFC takes pride in being an equal opportunity employer committed to the principles of employment equity. We value diversity in our workforce and have made a commitment to ensure equitable representation of women, indigenous peoples, persons with disabilities and visible minorities at all occupational levels within our workforce. We believe that the diversity of our employees strengthens the company and furthers both individual and company successes. EFC is committed to inclusivity, equity, and accessibility in the selection of our teams and throughout employment. If you require accommodation during the recruiting process, please let us know.
Our Calgary location is seeking an experienced Operations Administrator to support our diverse airport operations. This is a full-time position, with day shifts from Monday to Friday.
Job Description:
Reporting to the General Manager, the Operations Administrator plays a key role in supporting the efficient day-to-day operation of Main Terminal, Towing, Cargo, and Fuel Administration functions. As a central coordination resource, the position is responsible for managing documentation, vendor relationships, invoicing, reporting, and administrative processes that support operational effectiveness and regulatory compliance. The ideal candidate is organized, proactive, and adaptable, with the ability to manage competing priorities and maintain accuracy in a dynamic, safety-sensitive environment.
Responsibilities:
- Provide administrative support to the General Manager and operational supervisors across Main Terminal, Towing, Cargo, FBO, Parking, and Fuel.
- Prepare, format, and maintain operational reports, correspondence, memos, and internal communications.
- Maintain accurate filing systems for operational records, certifications, permits, and compliance documentation.
- Support new hire onboarding activities in coordination with Human Resources.
- Prepare customer quotations, process billing, and maintain related records and documentation.
- Track and maintain equipment logs, maintenance requests, and vendor service records related to ground support equipment and towing operations.
- Compile operational statistics and key performance indicator (KPI) data for management reporting.
- Support audits, safety inspections, and regulatory compliance activities through document preparation, record maintenance, and information gathering.
- Maintain records related to leases, contracts, and vendor agreements, including tracking renewal and review dates.
- Coordinate vendor communications and serve as an administrative liaison for service providers and external stakeholders.
- Provide backup administrative support for Fuel Administration, including data entry, fuel ticket reconciliation, record maintenance, and routine reporting.
- Escalate discrepancies, documentation issues, and urgent matters to the appropriate supervisor or the General Manager.
- Serve as a point of contact for general inquiries, service concerns, and complaints, ensuring they are documented and directed to the appropriate department.
- Build and maintain positive working relationships with customers, contractors, regulatory agencies, and other external stakeholders through professional and respectful communication.
- Support the distribution and communication of operational policies, procedures, and safety-related information as directed by management.
- Maintain a tidy and orderly work area exhibiting pride in work performance and contributing to a healthy and safe work environment.
- Ensure exceptional, courteous, and respectful customer service.
- Comply with and participate in the Company’s Health & Safety and Quality programs and initiatives.
- Perform any other duties as required.
Experience and Qualifications:
- Post-secondary education in business administration, aviation, or a related field is an asset.
- 1-3 years of administrative experience, preferably in aviation, ground handling, logistics, transportation, or another operationally intensive environment.
- RAIC (Red Pass) must be obtained within 60 days of hire
- Experience using HRIS, workforce management, or scheduling software (e.g., Dayforce) is an asset.
- Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word, with the ability to learn new systems quickly.
- Strong written and verbal communication skills, with the ability to work effectively and diplomatically across multiple teams.
- Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive operational and personnel information.
- Valid class 5 driver’s license and clean Driver’s Abstract. No restrictions permitted. Class 3 driver’s license is preferred.
- Basic financial acumen with the ability to support billing, invoicing, and operational reporting activities.
- Strong customer service orientation and interpersonal skills.
- Familiarity with airport operations, ground handling, towing, cargo, or fuel operations is an asset.
- Understanding of ramp and fueling procedures is an asset.
- Ability to obtain and maintain required airport security clearances.
- Ability to work a flexible schedule, including shifts, as required to support operational needs.
- Demonstrated professionalism, reliability, and attention to detail.
- Able to work both independently and collaboratively as a productive member of the EFC Team.
Please visit our web site at http://www.efcaviation.ca/ for a complete description of our company and to view other career opportunities.
We thank all applicants for their interest in Executive Flight Centre; however, only candidates selected for interviews will be contacted.
