What are the responsibilities and job description for the Flight Operations Administrator position at Privateflite Aviation LLC?
Description:
The Flight Operations Administrator supports the Director of Operations, Chief Pilot, and Flight Control Team, in the administration, organization, and compliance of Part 135 charter operations. This position is responsible for maintaining operational records, pilot files, training documentation, regulatory compliance records, and operational workflows while ensuring the flight department remains organized, efficient, and audit ready.
Requirements:Duties & Responsibilities:
- Support the Director of Operations and Chief Pilot with daily administrative and operational tasks.
- Maintain pilot records, training records, medical certificates, passports, and qualification tracking.
- Coordinate recurrent training events and monitor upcoming deadlines.
- Maintain operations manuals and revision control.
- Assist with FAA, ARGUS, IS-BAO, and internal audits.
- Maintain Safety Management System (SMS) documentation and reporting.
- Track corrective actions and safety initiatives.
- Prepare operational reports and management summaries.
- Coordinate communication between Flight Operations, Maintenance, Dispatch, and Owner Services.
- Assist with onboarding of pilots and flight department personnel.
- Maintain organized electronic and physical filing systems.
- Monitor regulatory compliance and ensure documentation remains current.
- Coordinate meetings, agendas, and follow-up action items.
Prerequisites:
- Minimum 3 years of aviation industry experience.
- Strong understanding of Part 135 charter operations preferred.
- Excellent organizational and project management skills.
- Exceptional written and verbal communication skills.
- Ability to manage multiple priorities simultaneously.
- High attention to detail and accuracy.
- Proficiency with Microsoft Office Suite.
- Professional demeanor and ability to maintain confidentiality.
- Ability to work effectively in a fast-paced charter environment.
Preferred Qualifications:
- Previous experience as a dispatcher, flight coordinator, scheduling coordinator, or operations administrator.
- Knowledge of FAA regulations and compliance requirements.
- Experience with Safety Management Systems (SMS).
- Experience with Flight Schedule Pro, CAMP, FlightDocs, or similar aviation software.
- Associate or Bachelor’s degree in Aviation Management or related field.