Inland Technologies Canada is the world's premier airport environmental services company specializing in the management and processing of glycol effluent generated from aircraft deicing and aircraft fueling. Our team of trained and seasoned aviation fuel professionals provide customizable programs and solutions, including: Fuel tank farm management, into plane fueling, distribution, inventory control, fuel transportation by air, remote fuel supply, custom-made specialized fuel projects, on-site training and site auditing services.
Our employees receive the following, based on eligibility requirements:
- Insurance - health, dental, life, AD&D and LTD
- Pension plan with employer match
- Employee Assistance Program
- Employee discounts
- Competitive wages
- Advancement opportunities
- On the job training
- $300 referral bonuses - unlimited
Position Overview:
The Station Administrator provides administrative and operational support to the aviation fueling team to ensure efficient, compliant, and well-coordinated fueling operations. This role supports the Fueling Operations Manager, Supervisors, Dispatch, and fueling personnel by managing documentation, maintaining operational records, coordinating communication, and assisting with reporting and scheduling.
Due to the nature of our business hours of work are to be flexible with additional hours possibly required during certain peak periods. Position will require ability to obtain and maintain all security clearances required by Transport Canada or TSA and/or local Airport Authorities.
Essential Duties and Responsibilities (Including but not limited to):
Administration and Operational Support
- Provide administrative support to the Fueling Operations Manager, Supervisors, and Dispatch team.
- Maintain and organize operational records related to aircraft fueling activities.
- Assist with preparing reports, operational documentation, and internal communications.
- Manage filing systems for fueling records, safety documentation, training records, and operational reports.
- Coordinate administrative tasks related to fueling operations to support efficient workflow.
- Assist with communication between dispatch, fueling personnel, supervisors, and management.
- Help coordinate scheduling information, shift coverage updates, and operational communications.
- Monitor operational emails, service requests, and documentation related to fueling operations.
- Support coordination with airline representatives and airport partners when required.
- Coordinate the billing and collection of any Non-Contracting Airline, System User and Special Use Charges.
- Coordinate the onboarding process including new-hire paperwork and organizing badging process.
- Support recruitment activities including scheduling interviews and coordinating candidate communications.
- Assist with timekeeping administration and payroll documentation as required.
Documentation and Record Management
- Maintain accurate records of fueling documentation, including fuel delivery records and operational reports.
- Assist with data entry and verification of fueling tickets and fuel reconciliation documentation.
- Ensure operational documentation complies with company policies and aviation industry regulatory requirements.
- Maintain document control for fueling procedures, manuals, and operational forms.
- Support audits by organizing and preparing required operational documentation.
Compliance and Safety
- Assist with maintaining records related to safety training, certifications, and compliance requirements.
- Support tracking of employee training and regulatory certifications.
- Maintain records related to operational safety reports, incidents, and compliance documentation.
- Assist with preparation of documentation required for internal or external audits.
Purchasing and Inventory Support
- Place, expedite and review purchase orders and maintain purchasing files;
- Assist with ordering office supplies, operational forms, and administrative materials.
- Maintain inventory records for operational documentation and office supplies.
- Support coordination of vendor invoices and operational expenses related to fueling operations.
- Record fuel receipts in i6 or any other required fuelling record system.
- Complete day-end close customer inventory reconciliations for fuel operation including incorporation of manual tank readings.
- Prepare monthly inventory report.
- Coordinate weekly fuel orders to meet air carrier’s requests.
Customer and Stakeholder Support
- Assist with preparation of operational reports and performance summaries.
- Support onboarding and administrative setup for new fueling employees.
- Maintain confidentiality of company, operational, and personnel information.
- To accomplish any other tasks that may, from time to time, be assigned by management.
Qualifications:
- Minimum combination of high school diploma and relevant job experience.
- Post-secondary degree or diploma in finance, accounting, business administration or relevant disciplinary considered an asset.
- 1 – 3 years progressive work experience in an administrative role.
Required Skills and Competencies:
- Strong organizational and administrative skills.
- Excellent written and oral communication skills.
- Ability to manage multiple priorities and deadlines.
- High attention to detail and accuracy.
- Strong interpersonal skills and ability to work with employees at all levels.
- Ability to handle confidential information with discretion.
- Proficiency with Microsoft Office (Word, Excel, Outlook).
Work Environment:
Work is primarily performed in an office environment located at an airport fueling operation.
Physical Demands:
- Position involves remaining seated for extended periods of time using a computer, keyboard and mouse.
- Position involves bending, using hands to lift files/documents and open cabinets, speaking and hearing efficiently.
