Air Admin Assistant I

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Job Description:

Job Summary

Operational preparation >> Planning of the sort operation according to the planned volume and on time departure combined with the information

receipted from the ramp 

Analyzes the volume planned for the day, organizing the distribution of departing shuttles and/or air ULDs based on the

planned arrival and departure time of the A/M and taking into account the objectives of On time departure, guarantee of service to the end customer (service failures),

collecting: 

• the instruction of SPV / TL of reference, communications from other department management (Gtw Manager, Div manager etc…)
• information from other related departments (Cologne European Air Service Center; Brokerage department)
• Data extrapolated from UPS systems (TFCS, OPSYS, GSSI)

The above through the forms and tools given by the company and reviewed in the On Job Training sessions 

Issue of pre-alert documents for sorts, such as Inbound / Outbound Dispatch, Load Quality Report, CMR, Air Manifest Container

Issue of Security documents such as Declaration of Security of Goods, management of Air Containers seals 

Conducting and preparing the daily Pre-Operation meeting with the Cooperative Supervisor: 

analysis of the volume and needs of equipment in unloading/loading, instructions for unloading/loading Air Containers/Shuttles and their address to the work areas

(e.g. Transit Sort Volume, potential Splits, Special Services, Layout dispatch outbound shuttles) 

Maintenance and control of the Salt Program, related to the management / interception of hazardous materials, daily testing with DG labeling to OSP

aimed at verifying the knowledge of all operators of packages/small packages not allowed for air transport. 

WEIGHING Air Containers (after specific training) 

• Weighing of air containers through the use of certified weighing instruments (e.g.: Automated Scale Interface – ASI)
• Sealing of air containers
• Compilation of Air manifests for Containers (indication of the weight and verification of the correct compilation of all fields)

MANAGEMENT SORT >> operations Management/supervision of loading/unloading operations in compliance with UPS (Hub Methods & Safe) procedures

Work Methods ). 

• Audit that all personnel are in possession and use of Personal Protective Equipment and the identification badge is displayed
• Audit that all staff have the correct tools access (e.g. GSSI scan, Load chart, etc .. )
• Audit/Check of aircraft ULDs (e.g.: ULD service ability, Air Manifest etc…)
• Audit/Check of the correct handling methodology of package, both bigs and small (Hand to surface, correct handling of materials
• Organization, with OSP Representitive, of contingency operation

(e.g.: flight delays, special volumes that require priority, shipments related to customs inspection) within safety procedures and guidelines given

by responsible on duty; beyond which follow-up with direct management is required to verify the actions to be taken 

• Arrival/departure of Express Freight volume, audit and check of pre-alert and correct labeling.
• Physical acceptance of packages containing hazardous materials, according to current international standards and professionalization through the course

“Acceptance Auditor”. 

• Audit/Check of the correct loading of hazardous materials “Dangerous Goods” according to current IATA regulations and required by

UPS Hazardous Materials Program Methods and Procedures Learned in Dangerous Goods Handling Courses 

• Communication with management (Gateway Supervisor, Gateway Manager, Transportation Manager)

in case of slight or serious anomalies with respect to the routine of operations (flight delays, accidents on the ground to vehicles or people, lack of personnel..)

• Communicate with the Facility Security Coordinator, with constant analysis of the sort flows in compliance with the indications received from the department

Aviation Security. 

• Communicate with Export brokerage, for customs purpose and sorting of released volume

POST-OPS MANAGEMENT 

• Conducting and preparing the daily Post-Operation meeting with the Cooperative representative:

analysis of performance, deficiencies of equipment/personnel and reports on non-compliance procedures 

• Analysis of the timing of operations compared to the Standards and compilation of reports
• Quality performance analysis: Missort, Missing Arrival, Missing Departure, Miss scan, Hold / Release for Extra-EC shipments not handled correctly
• Documentary and physical audit of goods with “Cargo” service by interacting directly and/or physically with the CFS management
• Compilation and sending of department summary reports of operations (Eg.Italy Air Operation database; Gtw Add-A-Line etc…) within set times
• Archiving of documents (as examples above – Security, Customs, Salt Program log, etc.) as well as the Airline’s legal archive such as the Air Manifest.
• Self-Training activities with web tools (Web Based Training) and periodic training activities with Italy Corporate Air Trainer as required by Airline and Corporate directives.

Working Hours :

Monday – Friday 18:30 – 22:30 

Employee Type:

Fixed Term (Fixed Term)

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.

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