Flight Operations Administrator

Description

Responsibilities

• Provide day-to-day office and administrative support to the Flight Operations team and Chief Pilot.
• Manage incoming calls, emails, and correspondence, ensuring efficient communication flow.
• Arrange and schedule meetings and appointments, including logistics and room bookings.
• Prepare and circulate meeting agendas and in advance.
• Take accurate and detailed meeting minutes, ensuring timely distribution and follow-up on action items.
• Maintain filing systems and ensure documentation is organised and accessible for auditing and compliance purposes.
• Act as point of contact for Flight Deck crew queries, escalating matters where required.
• Liaise with the Rostering and Training Department regarding roster requirements and changes as required.
• Coordinate with HR regarding reports and crew related matters, including onboarding of new Flight Deck crew.
• Administer updates for new crew starts and maintain crew-related documentation.
• Support crew with iPad-related matters, including troubleshooting, updates, and device distribution.
• Assist in the preparation, compilation, and formatting of both regular and ad hoc reports which include Seniority listing, leave reporting etc.
• Ensure Flight Operations documents are prepared, updated, and distributed to the relevant stakeholders.
• Keep operational records, manuals, and reports updated in line with company and regulatory requirements.
• Follow up on deadlines, ensuring system updates and reporting obligations are completed on time.
• Liaise with the Chief Training Captain, Fleet Captain, EBT Manager, Cadet Manager, and Office Pilots to provide timely administrative and operational support.

Requirements

• Grade 12 or equivalent (essential).
• Tertiary qualification in administration/aviation (advantageous).
• 1–3 years’ office administration experience (essential).
• Aviation or operations experience (advantageous).

Skills & Competencies

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organisational and multitasking skills with attention to detail.
• Excellent interpersonal and communication skills.
• Professional, reliable, and able to work independently or in a team.