Coordinator - Flight Operations (Dammam)

Job Purpose

To act as a middle point between Flight Operations and other internal/external parties with objective of ensuring legality and readiness of Pilots.  Provides administrative support to the Pilots on daily basis ensuring smooth workflow and effective internal communication; follows up on all regulations encountered with licenses, trainings, and medical checks ensuring compliance with requirements of Air Arabia policies and standards and the respective civial aviation regulations.

Key Result Responsibilities

1. Facilitate their work on daily basis.  Continuously follows up with pilots on the renewal of licenses and passes to ensure compliance with Air Arabia policies and GACA regulations.


2. Supports the Pilots with their Aero-medical check-ups formalities; arranges initial medical appointments and necessary documents for new recruits; tracks medical expiries, proactively plans and coordinates with the respective designated clinic to facilitate the renewal of medical cards. 


3. Audits, verifies and follows up on the medical invoices ensuring compatibility with contract terms and conditions and certificates issued to pilots.


4. Updates the Cesar System with necessary data, expiry dates and validations of licenses, medical cards and other documents as per required by the GACA for audit purposes.


5. Maintains an accurate and up-to-date database of all function related records such as documents, licenses, appreciation letters, rosters, warnings, and reports such as the Captains’ Reports and “Discretion Reports” to be referred to whenever needed.


6. Generates regular and ad-hoc communication and notices for pilots as instructed by the Chief Pilot or Head of Flight Operations, this includes Notices to Pilots and the Joint Notices to pilots and cabin crew.


7. Communicates and follows up with GACA to facilitate temporary validations, Air Law Exams and Licenses; coordinates with pilots for needed information and documents accordingly.


8. Coordinates the issuance, update and renewal of pilot’s licenses, necessary passes and certificates to facilitate their work on daily basis.  Continuously follows up with pilots on the renewal of licenses and passes to ensure compliance with Air Arabia policies and civil aviation regulations.


9. Supports the Pilots with their Aero-medical check-ups formalities; arranges initial medical appointments and necessary documents for new recruits; tracks medical expiries, proactively plans and coordinates with the respective designated clinic to facilitate the renewal of medical cards.


10. Audits, verifies and follows up on the medical invoices ensuring compatibility with contract terms and conditions and certificates issued to pilots.


11. Updates the AeroLine System with necessary data, expiry dates and validations of licenses, medical cards and other documents as per required by the civil aviation authority for audit purposes.


12. Maintains an accurate and up-to-date database of all function related records such as documents, licenses, appreciation letters, rosters, warnings, and reports such as the Captains’ Reports and “Discretion Reports” to be referred to whenever needed.


13. Generates regular and ad-hoc communication and notices for pilots as instructed by the Chief Pilot or Head of Flight Operations, this includes Notices to Pilots and the Joint Notices to pilots and cabin crew.


14. Communicates and follows up with respective civil aviation authority to facilitate temporary validations, Air Law Exams and Licenses; coordinates with pilots for needed information and documents accordingly.


15. Coordinates with the Crew Planning & Control teams to facilitate on time training for pilots.


16. Handles function purchases and expense claims including uniforms, stationery and business cards as per instructed and in line with agreed budget; processes requests on the system. Coordinates with Finance for timely settlement of all function related invoices.


17. Prepares study materials for the new recruits and the respective needed documents for the PPC/Line Checks/Command Upgrades, etc.

Qualifications (Academic, training, languages)

• Bachelor’s degree in Management/Administration or equivalent is preferred.


• Higher Diploma in Office Management/Secretarial Skills from a recognized institution combined with needed experience is acceptable for this role.


• Proficient in Microsoft Office suite of applilcation. (esp. Advanced Excel)


• Very good communication skills (verbal, written) expressed in high level of accuracy.


• Very good in English Language & Arabic

Work Experience

• 2+ years of related working experience in an administrative or coordination role in the operations department in any industry, experience with Airlines/Aviation industry is an advantage.


• Demonstrates effective interpersonal skills; a team player capable of supporting teams.


• Relative experience in handling rosters, schedules and spread sheets is a must.


• Financial skills such as invoice handling/ accounting is preferred.


• Proven skills in working with data and resources in a cost-effective manner.


• Possesses good organizing as well as time management skills in a frequently changing environment.


• Customer oriented capable of promoting and selling Company’s services.


• Cost-oriented, possess effective persuasive, negotiation and problem solving skills.


• Multi-task oriented with high attention to details.


• Dependable, self-initiative, takes ownership, and displays energy and enthusiasm.


• Capable of working hard and under pressure.