The Aviation Coordinator manages all pilot-related administrative and regulatory functions across the aviation department. This position oversees and maintains compliance with Federal Aviation Administration, (FAA) documentation standards and serves as the organizationās primary point of contact with the FAA Pilot Records Database (PRD). It manages all pilot onboarding, records management, training schedules, and travel logistics are executed accurately and in accordance with federal and organizational requirements. This role works closely with aviation leadership and plays a vital part in sustaining the departmentās operational compliance, regulatory readiness, and overall efficiency.
Essential Functions
Manages the onboarding process for all new pilots, ensuring documentation, background verifications, and credentialing meet company and FAA standards.
Processes, maintains and audits all pilot records to ensure continuous accuracy, completeness, and regulatory compliance.
Serves as the primary point of contact with the FAA Pilot Records Database (PRD) and oversees timely, accurate submissions and updates.
Works with the Director of Operations, Chief Pilots, and Med Transport leaders to report on recordkeeping, compliance status, and onboarding progress.
Maintains readiness for internal and external audits by ensuring that all documentation, submissions, and records are current and properly organized.
Supports the development and continuous improvement of aviation administrative procedures, contributing to departmental efficiency and regulatory alignment.
Coordinates training logistics, including scheduling of required courses, conferences, and certifications for pilots and aviation staff
Manages travel arrangements for flight crews and staff, including booking, cost tracking, and ensuring alignment with policy and operational timelines
Oversees processing and submission of expense reports related to aviation activities, ensuring financial accuracy and timely reimbursement
Tracks and maintains operational task lists, ensuring timely execution of key initiatives and deliverables assigned by aviation leadership
Skills
Record management
Organizational
Time management
Communication
Detail Orientation
Database management
Travel coordination
Microsoft Office proficiency
Problem-solving
Team collaboration
Physical Requirements:
Minimum Qualifications
Previous demonstrated experience in Aviation business operations coordination and/or administrative support
Intermediate computer proficiency
Preferred Qualifications
Previous demonstrated experience in aviation or flight operations.
Associateās or Bachelorās degree in aviation, business, or related field.
Physical Requirements
Capacity to lift up to 25 pounds as needed for handling materials or equipment.
Must be able to sit, stand, or walk for varying lengths of time based on project requirements.
Ongoing need for employee to see and read information, documents, monitors, identify equipment and supplies, and be able to assess customer needs.
Frequent interactions with providers, colleagues, customers, patients/clients, and visitors that require employee to verbally communicate as well as hear and understand spoken information, needs, and issues quickly and accurately.
Manual dexterity of hands and fingers to manipulate complex and delicate equipment with precision and accuracy. This includes frequent computer use for typing, accessing needed information, etc.
May have the same physical requirements as those of clinical or patient care jobs, when the leader takes clinical shifts.
For roles requiring driving: Expected to drive a vehicle which requires sitting, seeing and reading signs, traffic signals, and other vehicles.