Coordinator - Flight Operations

Job Overview

This role acts as the liaison between Flight Operations and various internal and external stakeholders to guarantee the legal compliance and operational preparation of pilots. It involves providing daily administrative support to ensure streamlined workflows and effective communication, overseeing pilot license renewals, trainings, medical checks, and adherence to Air Arabia policies and civil aviation regulations.

Key Responsibilities

• Provide ongoing facilitation for pilots' daily activities, including persistent follow-up on license and pass renewals to meet company policies and General Authority of Civil Aviation (GACA) standards.
• Assist pilots with their aerospace medical examination processes by arranging initial appointments and required documentation for new hires; monitor medical certificate expiries; proactively coordinate with designated clinics to ensure timely renewals.
• Audit and verify medical invoices to confirm compliance with contract terms and pilot certificates.
• Update the Cesar and AeroLine systems with all pertinent data, including expiration dates and validations of licenses, medical records, and other documentation required for audits by civil aviation authorities.
• Maintain comprehensive databases containing records such as documents, licenses, commendation letters, rosters, warnings, Captains' Reports, and "Discretion Reports" for ready reference.
• Prepare and distribute routine and ad-hoc communications and notices for pilots, including joint notices for pilots and cabin crew, as directed by leadership.
• Coordinate with GACA to facilitate temporary validations, Air Law examinations, and license updates; manage all necessary documentation collection from pilots.
• Collaborate with Crew Planning and Control departments to ensure punctual pilot training schedules.
• Manage procurement and expense claims related to function necessities like uniforms, stationery, and business cards; liaise with Finance to ensure proper and timely invoice settlements.
• Develop study materials for new pilot recruits and prepare required documents for PPC (Pilot Proficiency Checks), Line Checks, and Command Upgrades.

Qualifications and Skills

• A Bachelor's degree in Management, Administration, or a related field is preferred; alternatively, a Higher Diploma in Office Management or Secretarial Skills paired with relevant experience is acceptable.
• Proficiency in Microsoft Office applications, especially advanced Excel skills.
• Strong verbal and written communication abilities with a focus on accuracy.
• Fluency in English and Arabic languages.

Experience and Competencies

• Minimum of two years in administrative or coordination roles within operations departments; experience in the aviation or airline sector is advantageous.
• Effective interpersonal skills with a team-oriented approach.
• Experience managing rosters, scheduling, and spreadsheet data is mandatory.
• Basic financial handling skills, such as invoice processing and accounting, are preferred.
• Demonstrated ability to manage data and resources cost-effectively.
• Strong organizational and time management capabilities, especially in dynamic environments.
• Customer-service mindset with ability to promote company services.
• Cost-conscious with adept negotiation, persuasion, and problem-solving abilities.
• Highly detail-oriented and capable of multitasking.
• Self-driven, responsible, energetic, and enthusiastic.
• Ability to perform effectively under pressure.