Flight Operations Administrative Coordinator

Role Summary

The Flight Operations Administrative Coordinator supports daily operations by managing administrative, training, and operational activities across flight crews, leadership, and support teams. This role ensures accurate information flow, timely execution of processes, and alignment with company standards and regulatory requirements.

Key Responsibilities

Operations & Administrative Support

1. Provide day-to-day support to Flight Operations leadership, including calendar coordination, meetings, and document management

2. Coordinate onboarding and offboarding for flight crew (system access, materials, training logistics)

3. Support recruiting coordination and candidate scheduling

4. Arrange travel, accommodations, and process expense reporting

5. Maintain pilot records, training status, and qualification tracking in coordination with the Chief Pilot

6. Draft and prepare internal communications, notices, and operational documents for leadership review

7. Serve as a liaison between pilots, scheduling, maintenance, and external partners

8. Compile and distribute operational reports and data as requested

Training Coordination

1. Serve as the primary contact for pilot training logistics and documentation

2. Schedule and track training events, simulator availability, and currency requirements

3. Monitor compliance and proactively escalate training gaps or risks

4. Support development and maintenance of onboarding and recurrent training workflows

Operational Execution

1. Support aircraft onboarding/offboarding, including setup of systems, tools, and required materials

2. Maintain flight operations manuals and SOPs, including revisions, distribution, and acknowledgment tracking

3. Manage crew-related records, including vetting program requirements and internal databases

4. Provide support during irregular operations by coordinating communication and documenting key events

Safety & Compliance Support

1. Assist with administrative coordination of the Safety Management System (SMS)

2. Coordinate distribution of safety communications and ensure proper documentation

3. Reinforce adherence to company safety standards and reporting practices

Flight Support & Trip Coordination

1. Assist crews with pre-flight preparation and post-flight follow-up

2. Coordinate logistics including hotels, ground transportation, catering, and international documentation

3. Interface with third-party vendors (FBOs, fuel providers, trip support providers) as needed

4. Monitor active trips and communicate updates to operational leadership

5. Support issue tracking and documentation following trip completion

Qualifications & Experience

1. 3+ years of experience in aviation operations (Part 121 or 135 preferred)

2. CFI or CFII strongly preferred

3. Working knowledge of flight operations, crew scheduling, and regulatory requirements

4. Familiarity with aviation systems (e.g., Avianis, ForeFlight, Portside, or similar)

5. Understanding of pilot training requirements and compliance tracking

6. General knowledge of FARs applicable to Part 91/135 operations

7. Experience supporting or interacting with SMS processes preferred

Skills & Attributes

1. Strong organizational skills with attention to detail in a fast-paced environment

2. Ability to manage multiple priorities and meet deadlines with minimal supervision

3. Sound judgment, professionalism, and discretion

4. Effective communicator across cross-functional teams

5. Service-oriented mindset with the ability to remain composed under pressure

6. Technologically adaptable with the ability to learn new systems quickly

7. Proficiency in Microsoft Office or equivalent tools

Axis Jet offers a strong benefits package with medical and 401k with company match.  Salary/compensation will be based on experience. 

To apply, send cover letter and resume to careers@axisjet.com. 

To apply, please send cover letter and resume to careers@axisjet.com.