AVIATION TEAM COORDINATOR Job Description Reports to President and/or Operations Manager March 2024
COMPANY OVERVIEW: Established in 1964, Q&D Construction is a family owned company with a culture focused on the core values of; Service, Quality, Integrity. As an employee of Q&D Construction, you will be expected to exhibit these core values every day and in all of your interactions. Along with all of your typical duties, it will be incumbent on you to display a high level of customer service, exceeding the client's expectations. Developing a long lasting relationship between the client and Q&D is a top priority. You will be expected to go above and beyond when working with our clients, anticipating their needs and helping to resolve any issues that may arise during the course of construction and/or preconstruction. Our goal is to become a trusted adversary of our client, to be their "go to" person for any issue, under any circumstance.
GROUP OVERVIEW: In 2014, after nearly a decade of successful work in and around airports, Q&D announced its Aviation Group. Q&D's airport introduction began with a restroom remodel and the construction of a sidewalk canopy structure at the Reno-Tahoe International Airport (RTIA) resulting in a longstanding relationship. Due to the events on 9/11 the RTIA was forced to make significant modifications to its security protocols. Understanding the complexity and high profile of the upcoming challenge, the RTIA choose to rely on their relationship with Q&D. Q&D was selected as the Construction Manager at Risk (CMAR) for the In-Line Explosive Detection and Screening Project, later to be named the Airport Baggage Check-In Project or ABC Project. It was during this multi-year project that Q&D was able to acquire the necessary knowledge and experience that has allowed us to continue to perform work in airports across the country. It was also this project that allowed us to establish relationships with many of the airport's tenants / stakeholders. The stakeholders consisted of airlines, rental car providers and concessionaires. Standing out among the many stakeholders were Southwest Airlines, United Airlines, Paradies and SSP. Over the years, because of the relationships established and the experience gained, Q&D has performed work in over 100 airports in nearly every state in the Union. Our word is our bond and staying true to our founding principles is what has led to and will continue our success in the aviation world.
SUMMARY of RESPONSIBILITIES: The Aviation Coordinator is responsible for managing the schedules and communications of key company leaders and internal team activities. Their duties include prioritizing meetings, gathering documents to prepare for meetings, coordinating aviation conferences and events and general office management.
REQUIRED DUTIES, TASKS & SKILLS: The Aviation Coordinator supports Aviation leadership personnel with dedicated administration of event coordination, scheduling and travel planning while streamlining the processes. Must be able to provide extensive and continuous calendar, travel and expense management while tracking event registration and meeting plan management. Coordinate on and off site meetings, events and appointments. Assist with the creation of PowerPoint presentations and monthly reporting. Arrange and set up teleconferences. Assist with contract administration as needed including obtaining signatures, scanning and electronic filing. Ensure that leadership is informed of priorities, deadlines and challenges. This work requires independent judgment and initiative on assignments that are time sensitive in nature. May perform special assignments such as researching information and compiling reports. Handle general office management and maintain office supply inventories. Some accounting skills will be required in order to assist the Project Managers with account set up and billing. Other duties may include maintaining gift inventory , conference room food and drinks, preparing check requests, data entry and filing of paperwork.
RESPONSIBILITIES: - Aviation event, conference and sponsorship management
- Corporate membership management
- Marketing assistance (proposals, brochures, qualifications)
- Assist with FAA Compliance
- DBE Outreach
- DBE Tracking
- Filling out forms
- Airport badge assignments
- Signatory for RNO airport badges
- Maintain all airport badge logs
- Comply with TSA audits
- Assist with aviation strategic planning implementation
- Screening of new hire resumes and scheduling of interviews
- On boarding of new employees
- Set up and management of Non-Rev travel
- Assure insurance and licenses are valid and up to date
- Acquire potential project (estimating) job number in Viewpoint
- Set up and maintain potential project files
- Assist with scheduling of pre-construction meetings
- Assist with pre-construction estimating
- Advertise bid solicitation in local paper / media
- Assist with subcontractors pre-qualifications
- Verify subcontractor and vendor W9 status
- Verify subcontractor insurance coverage limits
- Procore setup and management
- Accurately file pre-construction documentation
- Maintain a sense of urgency, time management
- Document and distribute meeting minutes
- Fill out, verify and submit per diem check requests
- Credit Card Receipts
- Office Supplies/ Sustenance Stocking
- Team Culture Activities
gift inventory includes backpacks, shirts, jackets, coffee mugs, lanyards and any other items that might be intended as employee or client give aways.