What are the responsibilities and job description for the Safety Management System (SMS) Coordinator position at Top Aces Corporation?
The SMS Coordinator administers and maintains the organization's Safety Management System (SMS) software platform while supporting safety and quality reporting, investigations, compliance, and continuous improvement activities. This position provides system administration, reporting, training, and user support, and partners with safety, quality, and operational departments to promote accurate documentation and effective safety management practices. The information below is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Administer and maintain the SMS Pro platform, including user accounts, permissions, workflows, system settings, and data integrity.
- Monitor the SMS Pro dashboard and assist with tracking safety reports, investigations, corrective actions, and action item status to ensure timely completion.
- Review incoming safety, quality, and risk reports for completeness and accuracy and coordinate assignment to the appropriate department or investigator.
- Assist investigators and department personnel with documenting investigations, root cause analyses, corrective actions, and effectiveness reviews within SMS Pro.
- Maintain accurate records and supporting documentation for safety reports, investigations, audits, corrective actions, and other Safety Management System activities.
- Compile, analyze, and distribute routine and ad hoc safety reports, performance metrics, trend analyses, and other data to support leadership decision-making.
- Assist in ensuring compliance with company policies, Safety Management System (SMS) requirements, and applicable FAA, ICAO, DoD, and other regulatory standards.
- Support the development, revision, and maintenance of SMS procedures, work instructions, training materials, user guides, and other program documentation.
- Provide training and ongoing support to SMS Pro users, promoting accurate, timely, and consistent safety reporting and documentation practices.
- Coordinate with Safety, Quality, and operational departments to support hazard reporting, risk management activities, audits, safety committee initiatives, and continuous improvement efforts.
- Identify opportunities to improve SMS Pro workflows, reporting processes, and system efficiency, and provide recommendations to enhance program effectiveness.
- Gather end of month/quarter data for safety grams and meeting metrics
- Perform other duties as assigned.
SKILLS AND/OR QUALIFICATIONS
- Must possess a working knowledge of SMS Principles and ICAO, FAA, and DoD frameworks.
- Must be proficient with safety management platforms, experience with SMS Pro is preferred.
- Must be able to work under pressure and meet deadlines, while maintaining a positive attitude.
- Ability to analyze data, identify trends, and prepare high-quality reports.
- Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
- Must be proficient in MS Office Suite.
- Must demonstrate safe and healthy workplace practices.
- Must be able to work nights, weekends, and holidays as needed.
- Must be able to travel within the US and internationally.
- Must demonstrate the knowledge, skills, and abilities of the SMS Coordinator in daily work performance.
- Must be eligible for US Security Clearance, if required.
- Must be able to obtain a CAC (Common Access Card) and not be barred from any installation.
EDUCATION AND/OR WORK EXPERIENCE
- Minimum 2 years’ experience in aviation safety, quality, risk management, or related field.
- Experience as an SMS Administrator or Investigator.
- Experience in military aviation and/or DoD contracted aviation programs, preferred.
- Bachelor’s degree, a plus.
PHYSICAL REQUIREMENTS
- Ability to sit for extended periods of time while working at a computer.
- Ability to work in an office environment with standard lighting, noise levels, and climate conditions.
- This role may be performed around loud noises and hazardous chemicals with exposure to fumes or airborne particles, toxic or caustic chemicals.
- Must be able to lift and carry up to 50 lbs.
- Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions of the role.