Aviation Administrator

Type of Position: Maternity leave replacement

This position reports to the Flight Operations Manager and the Chief Pilot.

Responsibilities of the Position

  • Maintain pilot records (licences, training, company CVs, etc.);
  • Assist in booking flight safety, water egress, first aid, etc. courses as requested;
  • Oversee online exam system for pilots, change as required, send completed exams to Chief Pilot;
  • Create and collect weekly pilot logbooks, update spreadsheets for flight and flight duty times as needed for foreign country regulations;
  • Track daily flights and ensure required paperwork is available and complete;
  • Provide flight following for local company training and test flights;
  • Maintain department inventories and aircraft inventories, ensuring items are shipped to the field or to the manufacturer for re-certification as required;
  • Track company iPads, keep devices up-to-date, explain usage to new pilots, and purchase and oversee usage of approved apps;
  • Purchase for the department, open/track/close purchase orders, and ensure necessary paperwork is filed;
  • Update the company internal wiki with current department and project related documents;
  • Manage company’s internal “Dropbox” style site by opening project folders, sharing company employees on projects, and saving documents to the office server;
  • Prepare amendments to department forms and manuals as requested;
  • Support deployed pilots and other field crew members with logistics and documentation assistance;
  • Complete annual tasks such as preparing summaries for annual pilot reviews, amending AOC/NAFTA paperwork, applying for aircraft radio licences, etc.;
  • Understand, comply and promote all company safety precautions and policies including reporting hazards and incidents encountered in daily operations; and
  • Other duties as requested.

Qualifications and Experience

  • Competent and comfortable in the use of MS Office programs (Word, Excel);
  • Proficient in communicating via email and telephone with employees, vendors and regulatory authorities;
  • Excellent time management and organizational skills; and
  • Ability to multitask, follow instructions and work with minimal supervision.