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Records Management and Administrative Coordinator

2 months ago

Nashville, Tennessee, United States Ventura Aviation Full time
Position Overview

The Records Management and Administrative Coordinator plays a crucial role in supporting the operational efficiency of Ventura Aviation. This position is centered in Nashville, TN, and is primarily responsible for collaborating with the Flight Operations and Human Resources teams to ensure the meticulous management of records.

The Coordinator will assist in the upkeep of crew records, focusing on compliance with hiring documentation and training prerequisites for aviation personnel. Reporting directly to the Director of Operations, this role is integral to maintaining the integrity of crew records.

Key Responsibilities:

  • Establish and uphold comprehensive crew records for newly hired Pilots, Cabin Attendants, and Flight Followers, adhering to regulatory standards.
  • Support the Chief Pilot in organizing both internal and external training sessions for crew members, liaising with various training providers.
  • Engage with pilots and internal staff to collect necessary data, share information, and resolve any documentation or record-keeping challenges.
  • Ensure that all initial and ongoing training records are accurately recorded and maintained.
  • Conduct monthly audits of pilot records to verify that credentials are current and compliant.
  • Maintain orderly pilot records for review by regulatory authorities.
  • Collaborate with Human Resources to manage the access and submission of information to the FAA Pilot Records Database (PRD).
  • Review and process Pilot Records Information Act (PRIA) requests for new hires.
  • Work alongside Human Resources to oversee the pilot random drug testing program in accordance with federal regulations.
  • Notify relevant management personnel regarding any reportable events, both internal and external.
  • Demonstrate a solid understanding of the Operations Manual, Operations Specifications, Policies and Procedures, and all applicable Federal Aviation Regulations related to Pilot Records.
  • Perform additional job-related tasks as assigned.

Qualifications:

  • Located in Nashville, TN.
  • Proven ability to work collaboratively across departments.
  • Proficient in MS Office and Google Suite applications, including Word, Excel, and Google Sheets.
  • Excellent verbal and written communication skills.
  • Exceptional attention to detail.
  • Ability to manage multiple projects simultaneously, prioritizing tasks based on urgency and significance.
  • Strong organizational skills with the capability to multitask effectively.
  • Subject to pre-employment and random drug testing.
  • Must pass a background check.
  • Authorization to work in the U.S. is required.