Flight Department Administrator

Job Description

Job Description

The Flight Department Administrator provides essential administrative and recordkeeping support to the Manager of Flight Administration and the broader Flight Department. This role ensures the accurate maintenance of pilot and cabin server data, assists with compliance tracking, supports payroll and scheduling processes, and helps execute day-to-day administrative functions. Working closely with the Manager of Flight Administration, the Administrator is a key contributor to the smooth operation of crew services and departmental communication.

Key Responsibilities

Administrative & Data Support

• Maintain and update crew databases, spreadsheets, and portal information (new hires, resignations, terminations, fleet changes, domiciles, tail numbers).
• Assist the Manager with monthly archiving of seniority lists, IOE tracking, PRIA files, NDR alerts, DASSP updates, and background data entry.
• Support Known Crewmember (KCM) program by updating databases, processing badge activations, and coordinating cabin server KCM processes.

Payroll & Benefits Assistance

• Prepare payroll inputs for review by the Manager, including upgrades, stipends (IP/CP/Mentor), and attrition tracking.
• Assist in monitoring vacation bidding, LOA/STD/FMLA tracking, and FlyRight exclusions.
• Ensure timely collection of data for monthly payroll processing and report discrepancies to the Manager.

Expense & Policy Support

• Audit expense reports in Concur, monitor parking rate updates, and correspond with crew regarding unreconciled transactions or late reports.
• Provide support to crew members with questions on policies, expenses, or administrative processes, escalating complex matters to the Manager.

Departmental Communications

• Assist in preparing informational updates (fleet introductions, retirements, HIMS letters, Jury Duty Letters, Tailwinds photos, etc.).
• Support new hire presentations, onboarding data collection, and preparation of business cards.
• Coordinate with IT and Flight Admin on the return of company electronics.

Project & Leadership Support

• Assist the Manager of Flight Administration with reporting, analytics, and tracking of key performance metrics.
• Support discipline related processes by maintaining records and preparing documentation under the Manager’s direction.
• Help track open vacancies, bid awards, and crew movement data as directed.

Qualifications

• Bachelor’s degree in Aviation Management, Business Administration, or related field preferred ; equivalent work experience accepted.
• Minimum 1 year of administrative or HR support experience, aviation industry exposure preferred.
• Strong Excel and data management skills.
• Excellent attention to detail, organizational skills, and ability to manage multiple tasks.
• Professional communication skills with ability to handle sensitive information discreetly.