Crew Base Coordinator

Southwest Airlines Chicago, Illinois
coordinator administrative operations learning airlines chief operational scheduling medical entry level assignments customer service growth
March 17, 2023
Southwest Airlines
Chicago, Illinois

Flight Operations

Our Company Promise

We are committed to provide our Employees a stable work environment with equal opportunity for learning and personal growth. Creativity and innovation are encouraged for improving the effectiveness of Southwest Airlines. Above all, Employees will be provided the same concern, respect, and caring attitude within the organization that they are expected to share externally with every Southwest Customer.

  • Job Summary
    • Provide administrative support to Pilots, Chief Pilots, and Supervisor Crew Base Administration at Pilot Domicile Base to ensure completion and distribution of Operational/Administrative functions at Pilot Domicile Base. Partner with Peers to cover the hours of operation for the Base
  • Responsibilities
    • Work to ensure efficient operations of the Pilot Base by effectively handling a variety of administrative issues in a timely manner
    • Provide administrative support to the Chief Pilots within the Base
    • Act as the front line support for Pilot inquiries and issues. Reach out for assistance to other workgroups as needed and get back to Pilots in a timely manner with resolution
    • Be visible and available in the Base
    • Keep the Base (office area and lounge) organized and stocked with necessary supplies
    • Partner with Training Scheduling for end of month disqualification process with distance learning and medical info as needed for Pilot qualifications
    • Be on time and ready for work at the start of shift (or trade shift as needed) to cover the operational office hours of the Base, in partnership with Peers
    • Ensure timely and thorough updates are provided to Chiefs, Pilots and HDQ as needed
    • Serve as resource for Pilots
    • Partner with Peers to find the most cost effective and efficient ways to support Pilots and Chiefs in the Base
    • Responsible for reporting Pilots' scheduling changes, including any unexpected pulls (death, medical, jury duty, etc.)
    • File a variety of irregularity reports promptly and ensure that details are logged in the system and distributed to all necessary parties
    • Maintain OJI files
    • Plan Pilots' retirement parties, following system-wide guidelines across all Bases for consistency
    • Coordinate Base culture events
    • Reconcile expense reports, P-card and reimbursements
    • Must be able to meet any physical ability requirements listed on this description
    • May perform other job duties as directed by Employee's Leaders
  • Knowledge, Skills and Abilities
    • Entry level knowledge of administrative skills
    • Ability to communicate in a flexible and effective manner
    • Ability to learn computer programs and applications pertaining to Flight Operations and Base management
    • Ability to handle multiple tasks simultaneously and work well in faced paced situations
    • Ability to handle working within contractual environment of the Pilots
    • Ability to handle sensitive and confidential information
    • Ability to consistently maintain a positive attitude and demeanor
    • Ability to work with a sense of urgency and take initiative in handling tasks, projects and assignments
    • Ability to problem solve moderately complex issues
    • Ability to be approachable and provide high level of Customer Service to both internal and external customers
    • Ability to celebrate and recognize Customers and Peers for a job well done
    • Ability to give and receive feedback and embrace change
    • Ability to utilize resources for prompt turnaround on issues and assignments
    • Ability to think strategically and work efficiently
    • Ability to demonstrate proactive approach to work
  • Education
    • Required: High School Diploma or GED
  • Experience
    • Entry level experience, developing skills and knowledge in:
      • Administrative, Coordination and/or Customer Service area
  • Licensing/Certification
    • Must possess a current, valid drivers license in the United States
  • Physical Abilities
    • Ability to perform work duties from [limited space work station/desk/office area] for extended periods of time
    • Ability to communicate and interact with others in the English language to meet the demands of the job
    • Ability to use a computer and other office productivity tools with sufficient speed and accuracy to meet the demands of the job
    • Ability to operate motorized vehicles/equipment
    • Ability to move/transport 25 lbs on an occasional basis (under 50%)
    • Ability to raise 25 lbs on an occasional basis (under 50%)
    • Ability to extend and secure objects in front/above/below/beside oneself
    • Ability to traverse from one location to another
  • Other Qualifications
    • Must maintain a well-groomed appearance per Company appearance standards as described in established guidelines
    • 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 be able to comply with Company attendance standards as described in established guidelines
    • Must be able to work rotating shifts, holidays, and overtime
    • Ability to work extended hours as needed
Southwest Airlines is an Equal Opportunity Employer.
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