Henderson - Aviation Administrator

Position Description:

Serve as the primary operational and administrative anchor for a small, agile flight department. This role directly handles flight scheduling, passenger manifests, and crew coordination to ensure seamless executive travel.

Responsibilities:

Flight Scheduling & Passenger Logistics

• Multi-Aircraft Scheduling: Coordinate and maintain the flight calendar for both the turboprop and the medium jet, balancing maintenance downtime and crew availability.

• Manifest Management: Build, verify, and distribute accurate passenger manifests in compliance with company protocols.

• Catering & Ground Coordination: Arrange ground transportation and hotel accommodations tailored to executive preferences.

• Customs & International Documentation: Prepare necessary customs paperwork and passenger documentation for domestic and international flights.

Department Administration

• Crew Support: Dispatch flights from Henderson, track and log crew flight hours, duty times, and upcoming training renewals or medical validations.

• Expense & Invoice Tracking: Process department invoices, reconcile fuel bills, create Pos and manage expense reports for flight crews.

• Records Maintenance: Securely maintain aircraft logs, maintenance records, and department safety documentation.

• Corporate Liaison: Act as the central point of contact between executive assistants at head office and the flight crew.

• Logistical support: Occasionally will be required to make deliveries or pickups at head office, shipping company etc.

Qualifications:

• Experience: 2+ years of administrative experience, ideally within a corporate flight department, FBO (Fixed-Base Operator), or charter environment.

• Technical Skills: Proficiency with standard office suites (Microsoft 365, Google Workspace). Aviation scheduling software (e.g., FOS, Bart, Fl3xx or similar flight logging tools) considered an asset.

• Core Competencies: Exceptional attention to detail, strong problem-solving skills for last-minute schedule changes, and strict adherence to passenger confidentiality.

Thank you for your application, however, only those selected for an interview will be contacted.

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