Base Administrator

Job summary

Provide administrative and coordination support to flight operations, inflight management, pilots, and flight attendants, including maintaining absence and probation records and coordinating related communications. Manage uniforms, supplies, invoices, security passes, access keys, crew room upkeep, and employee inquiries while supporting safety and established procedures.

Job details

Purpose of position Provide and coordinate support for Flight Operations, Inflight Services Management and operating crews on an ongoing basis. Key responsibilities Maintain Pilot and Flight Attendant Absence Reports and provide updates to Base/Assistant Chief Pilots, Inflight Regional Manager as well as Inflight Managers. Review letters for the AWP (Attendance Wellness Program) program, meet with Chief Pilot, Inflight Regional Manager and/or Inflight Managers to allocate letters. Maintain Pilot and Flight Attendant Probation database and coordinate distribution of probation letters. Maintain, purchase and distribute uniform pieces (epaulettes, wings, safety vest etc.). Act as liaison between Pilot(s)/Flight Attendant(s) and the company regarding the repair of headsets and luggage. Coordinate with terminating pilots ensuring all company property is returned. Coordinate and authorize Airport Security Pass documentation. Ensure crew rooms are always stocked and tidy. Responsible for ordering supplies for the department. Maintain office equipment. Responsible for coding, signing and forwarding all department invoices and expenses to Accounts Payable (up to $1000). Act as liaison between Account payable and pilot for etrip concerns / and follow-up. Responsible for coding and forwarding to appropriate designate, those invoices & expenses more than $1000. Coordinate, track and distribute parking passes and access keys. Act as the 'point person' for all Pilot/Flight Attendant inquiries and ensure prompt, accurate follow up via email/phone/in person. Forward training records, medicals and passports to Crew Records. Follow up on and correct rejected US per diem account information. Perform duties in accordance with established policies and procedures while giving primary consideration to personal safety, and the safety of co-workers and customers. Perform other related duties as assigned. Required Qualifications High school diploma or equivalent. Minimum 2-3 years office administration experience. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint and Teams). Excellent problem solving and organizational skills. Can work well under pressure, meet deadlines and work with minimum supervision. This position demands meticulous work standards and exemplary interpersonal skills. Excellent communication skills, both written and oral. English language fluency, both written and verbal (must be able to communicate with English internal and external customers across the country). Note: Bilingualism (English and French) is a requirement at bases in the province of Quebec. Preferred Qualifications Possess a Certificate/Diploma in Office Administration. Aviation industry experience. Benefits of joining our award-winning team Enjoy exclusive employee travel programs across the Air Canada network, giving you and your family access to incredible destinations. Secure your long-term financial well-being with our competitive, employer-supported retirement savings programs (defined contribution pension plan or voluntary group RRSP) for permanent employees. Benefit from a comprehensive health and wellness package, including health, dental, life, and accident insurance to keep you and your loved ones protected. About Jazz Aviation LP Jazz Aviation LP (Jazz) is Canada’s largest regional airline and Air Canada’s primary Air Canada Express operator, connecting people and communities to approximately 70 destinations across North America. With over 4,200 dedicated professionals, Jazz fosters a workplace united by purpose and supported by programs and policies that promote safety, diversity, and wellness. Jazz is proud to be recognized for its strong commitment to people and culture. Visit our Company Awards and Recognition page to learn more about the honours we've earned. Join our award-winning team and be part of shaping the future of regional aviation! Our commitment to diversity, equity, inclusion, and accessibility We strive to make our workplace accessible and inclusive. To support your success, we can provide accommodations for people with disabilities, such as adjustments or assistive measures to remove barriers during the recruitment process. If you require any accessibility support, please contact us at taleosupport@flyjazz.ca. Jazz values diversity and we empower our employees to foster an internal culture of inclusion. Jazz is committed to providing equitable opportunities for employment and career advancement and we will continuously work to create inclusive and accessible work environments to maximize individual potential as well as psychological health and safety. Meeting the needs of passengers is critical to our success and we recognize the importance of a workforce that is reflective of the communities we serve. Apply by Date Oct 14, 2026 Primary Location CA-BC-Vancouver Schedule Full-time Job Type Temporary Term in Months 8 Shift Days

What you’ll do

Provide administrative and coordination support to flight operations, inflight management, pilots, and flight attendants, including maintaining absence and probation records and coordinating related communications. Manage uniforms, supplies, invoices, security passes, access keys, crew room upkeep, and employee inquiries while supporting safety and established procedures.

Requirements

A high school diploma or equivalent and at least 2–3 years of office administration experience are required, along with proficiency in Microsoft Office and strong organizational, problem-solving, communication, and interpersonal skills. An office administration certificate or diploma and aviation industry experience are preferred; English fluency is required, with English-French bilingualism required at Quebec bases.

Benefits

• Employee Travel Programs
• Retirement Savings Programs
• Defined Contribution Pension Plan
• Voluntary Group RRSP
• Health Insurance
• Dental Insurance
• Life Insurance
• Accident Insurance

Listed skills

• Customer support · Preferred
• Microsoft Teams · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Office Administration · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Teams
• Problem Solving
• Organization
• Deadline Management
• Attention to Detail
• Written Communication
• Verbal Communication
• Interpersonal Skills
• Invoice Processing
• Records Management
• Customer Support

Job areas

• Administrative
• Transportation
• Customer Service & Support
• Finance & Accounting
• Security & Safety

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