Air Operations Administrator

About USA Jet Within the robust framework of Ascent Global Logistics, USA Jet consistently delivers crucial time-sensitive airlift services, reinforcing the supply chains of esteemed customer partners. Based at Willow Run Airport in Belleville, MI, with over 44 years of service in domestic and U.S. to Canada, Mexico and South America cargo transportation, USA Jet is recognized as a trailblazer in the North American air cargo industry. Our Guiding Principles At the core of Ascent's culture is a strong commitment to excellence, driven by the passion and dedication of every team member. We're equally dedicated to going above and beyond for our customers, ensuring this commitment extends beyond our team and brings exceptional value to those we serve. We aim for perfect execution in everything we do and ‘play hard’ by creating an environment where tasks are performed with a can-do attitude from start to finish. We ‘play smart’ by delivering on our commitments in an honest, fair and ethical manner. We treat every person with whom we interface with the utmost dignity and respect. We understand that our teammates are our most valuable assets, so we ‘play together’ by making every effort to provide a professional and enjoyable experience, enabling careers to flourish and personal growth to be achieved. What You’ll Do The Air Operations Administrator, reporting directly to the Senior Director of Air Operations, provides comprehensive support to our operational and financial processes. The Air Operations Administrator plays a critical part in managing transportation expenses and settlement process for the airline. Additionally, they ensure accurate reporting to government agencies and assist our crew scheduling and lift optimization departments with critical functions. Prepare, review, and submit required reports and filings to relevant government, and international, agencies. Ensure compliance with deadlines and accuracy of required regulatory submissions. Draft, proofread, and prepare correspondence, memos, emails, and other official communications on behalf of air operations Maintain organized records of all filings and correspondence, as well as audit and accounting purpose Collect, review, and reconcile receipts for employee travel and various expenses Work with internal departments to ensure accurate and timely pilot pay processing Audit records of flight schedules, duty hours, and pay-impacting events for accuracy Communicate with vendors to obtain required receipts, invoices, and transactional documentation and resolve discrepancies, as necessary Track outstanding settlements documentation and follow up to ensure timely submission Utilize applicable software and processes to track sick, vacation, and days off for the accurate reporting of crew utilization for use by operations and payroll calculations Coordinate with Lift Optimization and Flight Operations with crew re-assignments due to irregular operations such as weather delays, maintenance issues, training changes, or crew swaps Collaborate with training department to effectively allocate resources and ensure regulatory requirements are met for air operations Maintain familiarity with crew support functions to include catering, hotel accommodations, rental car request, and ground transportation securement Responsible for actively participating in USA Jet Safety Programs and SMS. Required to report all safety concerns in a timely manner. Required to ensure that they and their co-workers are performing their functions in the safest possible manner. Required to follow the standards of the Occupational Safety and Health Administration with legal authority at the location at which they are working All other duties as assigned What You’ll Bring High school diploma or general education degree (GED) Experience preferred in administrative, bookkeeping, or aviation crew scheduling roles Ability to read, write and speak English fluently Ability to type a minimum of 30 w.p.m. Ability to write routine reports and correspondence Ability to speak effectively before groups Ability to work effectively in a team as well as independently Demonstrated ability to identify and resolve issues creatively Must have a strong sense of urgency to time-sensitive situations Must be able to remain calm during adverse conditions Computer software knowledge of key Microsoft Office platforms including Microsoft Word and Excel Ability to prioritize and multi-task utilizing effective time management Ability to add, subtract, multiply, and divide to solve common math functions and interpret data through multiple types of graphs Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with management, various departments and internal/external customers Successful candidates must pass an initial, and random, Drug and Alcohol screening process, as required, by the Federal Aviation Administration (FAA), and a fingerprint based Criminal History Records Check (CHRC) and/or Security Threat Assessment (STA), as required, by the Transportation Security Administration (TSA). Ascent’s Competitive Benefits 401(k) and employer matching Life Insurance Health, Dental, Vision Insurance Short- & Long-Term Disability Paid Time Off (PTO) Employee Assistance Program Paid Parental Leave Employee Wellness Program Paid Holidays Employee Recognition Programs Flexible Spending Account (FSA) Tuition Reimbursement Health Savings Account (HSA) Overtime, Differential, Trip & Bonus Pay Additional Considerations Employment is conducted at Willow Run Airport and reliable transportation is required Employment is not contingent upon vaccination status May be required to work near moving mechanical parts and in outside weather conditions Noise level may be moderate Must travel for work as required To view & apply directly to all our Pilot Positions at USA Jet, please select this LINK We are a team of logistics professionals, backed by an extensive fleet of aircraft, committed to delivering exceptional air charter solutions across North America. Our fleet represents approximately 36 percent of North America's on-demand large cargo aircraft lift. We are authorized to operate in the United States as well as cross-border into Canada and Mexico. Since 1996, we have managed nearly twice as many charters as any other air charter company in the industry.