Training Support Administrator

Overview

The Training Support Administrator plays a critical liaison role within the Technical Training department, facilitating coordination across various departments and divisions. This position emphasizes administrative and financial management to support technical training programs effectively.

Key Duties and Responsibilities

• Manage training-related financial processes including accurate invoicing aligned with contract terms and budget constraints, oversee purchase orders, and coordinate payment procedures.
• Generate and track proposals, agreements, and customer invoices, ensuring timely updates for senior management.
• Maintain financial records with precision, monitor training-related revenues and expenses, and resolve any billing discrepancies promptly.
• Organize and schedule both in-house and outsourced training sessions based on demand forecasts and resource availability.
• Maximize training seat occupancy by monitoring course fill rates and proactively addressing underutilization.
• Effectively assign instructors and maintain updated calendars, enrollments, and training schedules.
• Observe and analyze demand patterns while ensuring compliance with aviation regulatory standards such as CAR/Part-147.
• Assist in marketing efforts by enhancing course visibility and serving as the primary point of contact for customer inquiries, nominations, and coordination.
• Collaborate with clients and external vendors to deliver cost-efficient and quality training solutions.
• Support client engagement, proposal development, and enhancements in course participation.
• Maintain detailed and accurate training documentation to ensure audit preparedness.
• Ensure adherence to internal policies, industry regulations, and operational standards.
• Assist in exam preparation, including scheduling and invigilation activities.
• Maintain data integrity by updating and entering information into the Training Management System (TMS) and Learning Management System (LMS).
• Prepare routine and special reports related to training activities, resource use, and financial outcomes.
• Coordinate logistical arrangements such as scheduling, resources, facilities, and travel including visa and accommodation when necessary.
• Facilitate internal meetings and communications by managing preparation and follow-ups.
• Provide reception and administrative support as required.

Qualifications and Experience

• A diploma or bachelor's degree in Business Administration, Finance, Computer Science, or related fields; alternatively, equivalent specialized experience within training programs, airlines, or MRO sectors.
• At least five years of experience in administration, financial support, or training coordination in relevant industries such as training schools, airlines, or MRO organizations.
• Solid background in administration, planning, organizing, customer service, and marketing assistance.

Skills and Knowledge

• Robust administrative and organizational abilities.
• Familiarity with invoicing, purchase orders, and payment procedures.
• High attention to detail and accuracy.
• Excellent communication, coordination, and interpersonal skills.
• Capability to juggle multiple responsibilities and adhere to deadlines.
• Proficiency in Microsoft Office applications, with an emphasis on Excel; experience with ERP and LMS platforms is beneficial.
• Understanding of aviation-related regulatory frameworks including UAE GCAA or EASA standards and Part-145/Part-147 compliance requirements.
• Arabic language skills are considered favorable.