Flight Operations Administrator

Alerion is hiring a Flight Operations Administrator to support the Flight Operations Leadership Team at our West Palm Beach, FL Office.

The Flight Operations Administrator provides a high level of administrative support to Flight Operations leadership, supporting key administrative functions including, but not limited to, calendar management, departmental communications, training oversight, document control, and flight operations support. This role enables Flight Operations leadership to effectively fulfill all regulatory responsibilities, while playing a key part in reinforcing the company’s safety culture and facilitating cross-functional collaboration.

This role does not hold regulatory authority or serve as a required management position under 14 CFR Part 135.

RESPONSIBILITIES

Administrative Coordination

• Provide direct administrative support to Flight Operations Leadership including calendar management, meeting coordination, email management, document organization.
• Serve as the primary point of contact for on/ offboarding of Flight Operations personnel. Coordinate onboarding logistics for new pilots, including system access, manuals, uniforms, and initial training scheduling.
• Support department recruitment activities.
• Arrange travel and accommodation as needed. Prepare expense reports
• Assist with preparation, tracking, and filing of pilot-related records (training status, currency summaries, qualification tracking) under Chief Pilot direction.
• Draft and prepare internal communications, SOP’s, memos, and operational notices for review and approval.
• Coordinate communications between pilots, training vendors, scheduling, maintenance, and management.
• Provide operating data and reports and perform other related duties as requested by Flight Operations Leadership.
• Additional duties as assigned.

Pilot Training

• Serve as an administrative point of contact for pilots regarding training schedules, document submissions, and company resources.
• Support development of pilot indoctrination and continuous training program. Coordinate and schedule 293a.
• Track training events, simulator availability, and training due dates; escalate discrepancies as soon as possible.
• Promote Alerion’s professional culture and operational standards at all times.

Operational Support

• Assist with aircraft on/off boarding, including system access, subscriptions, and operational tools. Coordinate onboard logistics and required materials, including flight binders, customs decals, checklists, and related items.
• Assist with formatting, distribution, revision and version control, and acknowledgment tracking of flight operations manuals and SOPs. Submit all revision changes for approval.
• Manage the Master Crew List, and Aviation Employee Vetting Program
• Assist in maintaining the Pilot Record Database.
• Assist during irregular operations by facilitating communications, collecting data, and documenting events for management review.
• Champion the company’s safety-first culture and encourage proper use of reporting systems.

Safety & SMS Support

• Assist with administrative coordination of aspects of the Safety Management System (SMS).
• Assist in the distribution and coordination of safety communications and bulletins as approved by management.

Flight Coordination

• Provide pre-flight and post-flight support to crews by gathering and organizing information.
• Assist crews with trip logistics including hotel accommodations, ground transportation coordination, catering requests, and international trip support (documentation coordination only).
• Assist with coordination of flight support requests with third-party vendors (FBOs, fuel providers, trip support companies) as directed.
• Monitor active trips for status updates and relay information to the Chief Pilot, Director of Operations, or scheduling team as appropriate.
• Assist with post-flight follow-up including documentation collection, crew reports, and issue tracking.
• Support Flight Services team as directed.

EXPERIENCE & QUALIFICATIONS

• Minimum 3 years of experience in a flight department required. Preferably Part 121 or 135.
• Pilot experience is beneficial.
• Experience in an administrative support capacity preferred.
• Strong knowledge of aircraft operations and procedures. Basic understanding of international flight procedures and operational requirements.
• Ability to complete aircraft performance calculations, determine operational feasibility, and accurately interpret and communicate impact of current and forecasted weather conditions.
• Experience with flight programs/systems (Avianis, ForeFlight, JetInsight, Portside, etc.) preferred.
• Knowledge of FARs applicable to Part 91/121/125/135/145 operations preferred.
• Familiarity with SMS reporting systems and training tracking tools preferred.
• Demonstrated ability to work independently with minimal supervision, while maintaining accuracy and organization in a fast-paced work environment.
• Demonstrated ability to exercise sound judgment, work independently, and solve problems while maintaining professionalism, discretion, and confidentiality.
• Ability to interact productively and proactively across all departments while fostering cooperation and teamwork
• Calm, service-oriented approach in time-sensitive situations.
• Technologically adept, ability to learn new systems quickly. Proficiency with Microsoft Office