We’re all about the craft.
KF Aerospace is proud to deliver innovative aircraft solutions for corporate, commercial, and military customers worldwide. Launched 50 years ago out of Canada’s Okanagan Valley, KF has grown to specialize in a wide range of aviation services including maintenance and modifications, air cargo operations, military pilot training and aircraft leasing. At our facility in Southport, Manitoba, we support the Royal Canadian Airforce (RCAF) by providing state-of-the-art Pilot training.
JOB OVERVIEW
The Maintenance Administrative Assistant reports to the Maintenance Manager and provides organized, confidential, and responsive administrative support to the Southport Maintenance team. This role supports day-to-day maintenance operations, employee administration, timekeeping, technical records, meeting coordination, and communication with the flight school. The successful must demonstrate strong attention to detail and maintain professionalism while handling sensitive information.
DUTIES AND RESPONSIBILITIES
The Maintenance Administrative Assistant position is responsible for the following key areas:
Administrative and Department Support
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Provide administrative support to the Maintenance Manager and Maintenance department employees.
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Prepare, format, proofread, and distribute correspondence, memos, spreadsheets, reports, presentations, and other documents as required.
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Maintain organized digital and physical filing systems, ensuring records are accurate, current, and accessible.
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Act as a professional first point of contact for the Maintenance department by responding to inquiries, directing communications, and supporting visitors or pilots.
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Maintain office supplies and coordinate department purchasing or supply requests as needed.
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Support employee engagement activities and annual events, including air show, family day, recognition, sympathy, and BBQ activities.
Human Resources, Training and Technical Library
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Assist employees with general questions related to HR policies, benefits, payroll, and employee processes, and direct inquiries to the appropriate HR or Payroll contact when required.
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Maintain and coordinate employee training records and ensure required information is forwarded to the appropriate YLW Training department representative for employee files.
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Coordinate with YLW Technical Library to ensure aircraft manuals are current and updated.
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Handle confidential employee information with discretion, including information related to payroll, performance appraisals, disciplinary processes, and other HR-related matters.
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Support onboarding activities, including new employee orientation and training in Pelesys, paperwork completion, and coordination with HR.
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Assist supervisors with employee departure processes and completion of exit checklists as required.
Timekeeping and Payroll Administration
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Review employee time entries, audit timesheets, identify discrepancies, and follow up with employees or supervisors as needed.
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Assist employees on timekeeping processes and communicate system updates or process changes to staff.
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Act as a resource for employee timekeeping questions and work closely with Head Office Payroll Administration.
Technical Records and Dispatch Support
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Support Technical Records duties on the assigned morning rotation, including auditing aircraft logbooks for multiple fleets.
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Enter daily aircraft data and process maintenance items using applicable maintenance and records systems.
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Create and distribute daily, weekly, and monthly maintenance or technical records reports.
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Process airworthiness records for new or repaired aircraft components.
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Prepare logbooks and status reports to support morning dispatch activities.
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Perform other related administrative and operational support duties as assigned.
REQUIREMENTS
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Minimum of two years of experience in an administrative support role.
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Experience in accounting, payroll, timekeeping, or employee administration is considered an asset.
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Knowledge of aircraft paperwork, maintenance records, or technical records is considered an asset.
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Strong written and verbal communication skills with a professional and service-focused approach.
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Demonstrated ability to handle confidential information with discretion and sound judgment.
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Strong organizational skills with the ability to prioritize competing tasks in a fast-paced environment.
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High attention to detail and a commitment to accuracy and follow-through.
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Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and digital file management tools.
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Experience with payroll, timekeeping, HR, records management, or maintenance tracking systems is considered an asset.
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Collaborative, adaptable, self-motivated, and comfortable taking initiative.
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Ability to obtain and maintain Enhanced Reliability Status or the applicable Government of Canada security clearance required for the role.
BENEFITS
Full-Time staff benefits include (but are not limited to):
Medical and Dental Coverage- Health Spending Account
- Disability, Critical Illness, and Life Insurance
- Employee & Family Assistance Program
- Employee Pension
- Personal Time Off and much more
SALARY
The salary range for this role is $49,000- $61,000 annually. The expertise and technical skill level of the candidate is assessed during the selection process for placement within the band. Note: The salary range maximum signifies full job knowledge.
HOW TO APPLY
Be a part of our craft. Apply for the Maintenance Administrative Assistant position at kfaero.ca/careers today!
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