Flight Ops Admin Asst

Flight Ops Admin Asst at Chantilly Air

Manassas, Virginia, United States

Contract:

Full Time

Start Date:

Immediate
Expiry Date: 08 Sep, 26
Salary: 62000.0
Remote Job:
Yes
Telecommute:
Yes
Sponsor Visa:
No

Experience:

2 year(s) or above

Skills:

Records Management, Regulatory Documentation, Crew Training Administration, Scheduling, Microsoft Office, Customer Service, Attention To Detail, Communication Skills, Confidentiality, Organization, Portside Horizon, FOS Software, Part 135 Operations, Audit Performance, Document Control, Onboarding

Industry: Airlines and Aviation

Description CHANTILLY AIR | Manassas Regional Airport (KHEF) Flight Operations Administrative Assistant Department:
Flight Operations

Reports to:

Director of Managed Aircraft & Charter and Chief Pilot

Location:

Manassas, VA (on-site) Position Summary The Flight Operations Administrative Assistant (FOAA) reports to and supports both the Director of Managed Aircraft & Charter and the Chief Pilot. Working under their direction and ongoing oversight, the FOAA provides daily administrative support to the Flight Operations and Scheduling Departments, with primary emphasis on crew training administration, records management, and regulatory documentation. All duties are performed at the direction of, and are subject to the review and approval of, the Chief Pilot and the Director of Managed Aircraft & Charter, who retain responsibility and accountability for the work performed in this position.

Requirements Essential Duties & Responsibilities The following statements describe the general nature and level of work performed in this position. The FOAA carries out these responsibilities under the direction and oversight of the Chief Pilot and the Director of Managed Aircraft & Charter; records, revisions, and submissions are reviewed and approved by management before they are finalized. Other duties may be assigned.

Records, Audits & Regulatory Documentation Maintain and perform continuous and scheduled (monthly/bi-weekly) audits of flight operations records as directed, including aircraft binders, crew training records, check airman and contract check airman binders, flight duty time binders, the manual record revision binder, checklists, and PRIA/PRD binders — the latter in conjunction with HR and in accordance with company policy. Maintain the Pilot Records Database (PRD) under the direction of the Chief Pilot, entering and updating all records pertaining to pilot employment, including hire and termination information, training events, and drug and alcohol records.

Conduct routine reviews of the EASA site as directed and update crew member 8410s, aircraft documents, and safety documents (SPIs, manual references, and audit certificates); flag any discrepancies to management. Review crew member profiles and aircraft specifications in FOS for accuracy and report discrepancies for correction. Track crew documents, including passports, medicals, driver’s licenses, and address updates. Assist with the collation and distribution of LOAs and Ops Specs, compiling individual documents into a single record and updating the COG, aircraft binders, and related files.

Crew Training Administration Support administration of the Aircrew Academy program: track INDOC initial and recurrent training, assign curriculum as directed, monitor crew member progress, and process completion documentation — module and curriculum certificates, training summaries, 30-250 forms, certificate updates, PRD entries, and 8410s — for distribution, signature, and tracking. Audit the training calendar and schedule recurrent and initial training slots in line with company procedures and base months;

prepare Training and Checking Authorization forms for management submission. Book training-related travel, including airline, rental car, and hotel accommodations. Process post-training documentation as directed: update client activity schedules and records in FOS, update the PRD with training and check results, print flight training records, and annotate training summaries (autocoupled approaches, missed approaches, engine-outs, PIC/SIC hours, approaches, and takeoffs/landings) for management review.

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