Maintenance Administrative Coordinator

Company : Flyusa

Job Description - Maintenance Administrative Coordinator

At FlyUSA, we are redefining the private aviation experience by providing exceptional service to our clients from start to finish. As leaders in the industry, we are committed to delivering unparalleled travel experiences that exceed expectations. We’re not just about flying passengers from point A to B; we’re about creating memorable journeys and exceptional moments for every client, every time.

Position Summary:
The Maintenance Administrative Coordinator provides organizational and administrative support to the Director of Maintenance. This role is responsible for maintaining aircraft maintenance records, organizing logbook documentation, scheduling inspections, coordinating with vendors, and ensuring all required paperwork is properly filed and accessible.
This position is ideal for someone who is detail-oriented, organized, proactive, and comfortable communicating with maintenance facilities, vendors, and internal departments.

Key Responsibilities
Maintenance Records & Documentation

Organize and file aircraft maintenance logbook entries (airframe, engine, APU, etc.).
Maintain both digital and physical maintenance records in an organized and audit-ready format.
Ensure all maintenance paperwork is properly signed and completed before filing.
Track inspection due dates and recurring maintenance items using internal tracking tools.
Assist with preparing records for audits, aircraft transactions, or regulatory reviews.

Inspection & Vendor Coordination

Schedule inspections, maintenance events, and vendor appointments.
Contact service centers, repair stations, and parts suppliers to request quotes, availability, and status updates.
Coordinate aircraft downtime schedules with Operations.
Follow up on open work orders and ensure timely documentation return.

Director of Maintenance Support

Assist the Director of Maintenance with administrative tasks, including:
- Making vendor calls
- Requesting estimates
- Tracking parts orders
- Organizing maintenance files
- Preparing reports or summaries
Maintain maintenance calendars and upcoming inspection schedules.
Support budgeting documentation and invoice collection.

Internal Communication

Coordinate between Maintenance, Operations, and Accounting to ensure paperwork flows smoothly.
Assist with invoice submission and expense documentation.
Help ensure compliance deadlines are visible and proactively managed.

Minimum Requirements:

2+ years of administrative experience (aviation preferred but not required).
Strong organizational and recordkeeping skills.
Excellent communication skills (phone and email professionalism).
Proficient in Microsoft Office (Excel, Outlook, Word).
Ability to manage multiple aircraft files and deadlines simultaneously.

Preferred

Experience in aviation maintenance or aircraft operations.
Familiarity with FAA maintenance documentation.
Experience supporting a Director of Maintenance or operations leader.

Benefits:
At FlyUSA, we invest in our people. We build careers, not just fill seats. Here’s how we support our team:
Health & Wellness

Aetna medical plans with multiple coverage options
Dental and vision coverage through MetLife
Access to Teladoc and virtual care resources
Over-the-counter health product allowance at CVS
Employee assistance and wellness resources

Financial Support & Security

Employer contribution toward medical premiums
Company-provided basic life insurance
Optional supplemental life, accident, critical illness, and hospital indemnity plans
Health Savings Account and Flexible Spending Account options
401(k) with company match (via Slavic401k)

Time & Balance

Paid Time Off
Sick time provided annually
Paid holidays for full-time employees

Your Growth & Experience

Structured onboarding and support from leadership
A culture built on professionalism, teamwork, and clear communication
Opportunities to grow internally as we expand fleet and operations

Equal Opportunity Employer
FlyUSA Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Original job Maintenance Administrative Coordinator posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.

Share Job

Get your Resume Reviewed for Free

Similar Maintenance Administrative Coordinator Jobs in the US

Get your Resume Reviewed for Free

Email address

Why are you reporting this job?

I think it’s a discriminatory or offensive

I think it’s fraudulent or a scam

I think it’s trying to sell something unrelated to the job / it’s asking for money

I think it contains incorrect or broken information

Other

All Job Ads are subject to GrabJobs’s Terms of Service. We allow users to flag postings that may be in violation of those terms. Job Ads may also be flagged by GrabJobs moderation team. However, no moderation system is perfect, and flagging a posting does not ensure that it will be removed.

Setup your job alert:

Frequency

By activating job alerts, I agree to GrabJobs Terms & Privacy Policy. I can unsubscribe to job alerts anytime. Skip

Maintenance Administrative Coordinator

Job Description - Maintenance Administrative Coordinator

Similar Maintenance Administrative Coordinator Jobs in the US

Mobile Apps