Job Summary
We are seeking a dynamic and detail-oriented Aircraft Crew Records Administrator and Scheduling Support who is responsible for maintaining the integrity, accuracy, and regulatory compliance of all flight crew records while supporting crew scheduling functions. This position ensures that crew qualifications, training, certifications, and required documentation remain current and compliant with FAA regulations, company policies, and Flight Operations Training Manual (FOTM) requirements. The role works closely with the Chief Pilot, Director of Training/Standards, Crew Scheduling, and Human Resources to support safe, legal, and efficient flight operations. Your proactive approach will help uphold safety standards, enhance operational efficiency, and deliver exceptional service to our passengers. This position offers an exciting opportunity to contribute to a fast-paced, safety-first environment where precision and teamwork are paramount.
Duties
- Maintain complete, accurate, and current flight crew records in both electronic and physical formats in accordance with FAA regulations, the Flight Operations Training Manual (FOTM), and company policies.
- Coordinate with the Director of Training/Standards, Crew Scheduling Coordinator, and Human Resources to develop and maintain monthly crew training, qualification, and checking schedules.
- Ensure all crew training, qualifications, recurrent training, proficiency checks, line checks, and required documentation remain current within FAA-established timeframes.
- Maintain responsibility for the accuracy, completeness, confidentiality, and security of all crew records in accordance with FAA requirements and company procedures.
- Monitor and track crew qualifications including:
- Medical certificates, Training records, Line checks, Proficiency checks, Passports, Visas, Security credential, Licenses and other required certifications
- Conduct periodic audits and quality control reviews of crew records as required by the Flight Operations Training Manual.
- Maintain and administer crew coordination functions within the AIMS Crew Management System.
- Ensure flight scheduling activities comply with all applicable Federal Aviation Regulations (14 CFR Part 121), company flight and duty time limitations, and internal operating procedures.
- Maintain current AIMS user documentation and assist with system updates and improvements.
- Assist in contingency planning during irregular operations, flight delays, crew shortages, weather events, and other operational disruptions.
- Coordinate with the Chief Pilot and Director of Flight Operations/Standards to develop, update, communicate, and implement crew scheduling policies and operational procedures.
- Maintain accurate crew contact information and by-seat position listings for all flight crew members.
- Support Safety Management System (SMS) responsibilities in accordance with the company’s SMS Manual.
- Work collaboratively with Human Resources to ensure employee records affecting flight operations remain current.
- Generate reports regarding crew qualifications, upcoming expirations, training requirements, and scheduling compliance.
- Respond promptly to operational requests requiring verification of crew qualifications and records.
- Perform other duties as assigned by the Chief Pilot.
Skills
- Strong understanding of FAR Part 121 regulation and Federal Aviation Regulations (FAR) related to crew scheduling.
- Excellent command of English for clear communication across diverse teams and international partners.
- Must have a strategic mindset and be capable of thinking outside the box.
- Proficiency with scheduling software tailored for aviation or similar industries.
- Exceptional time management skills to handle multiple priorities efficiently under tight deadlines.
- Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Effective internal communication skills to coordinate seamlessly within the organization.
- Ability to perform heavy lifting when handling documentation or equipment related to scheduling tasks.Join us if you’re passionate about aviation safety, thrive in fast-paced environments, and want to make a meaningful impact on our operational excellence! ONLY LOCAL APPLICANTS NO RELOCATION!
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
