Flight Operations Administrator

Role Overview

The Flight Operations Administrator plays a crucial role in supporting the Flight Operations Department by managing and facilitating crew operations around the clock in compliance with regulatory and company standards. This position ensures efficient coordination of pilot and technical crew staffing across all bases, focusing on operational safety, adherence to schedules, and crew welfare.

Primary Responsibilities

• Efficiently manage resources of Pilot and Technical Crew across all operational bases, ensuring alignment with legal, regulatory, and contractual mandates.
• Maintain and oversee the crew roster, guaranteeing appropriate staffing for shifts, standby duties, and training events.
• Handle daily changes in the roster such as absences, sickness, and operational adjustments, while meticulously recording relevant data like absenteeism and punctuality.
• Verify crew qualifications, currency, and availability for assigned duties.
• Coordinate logistics related to crew accommodations, hotels, and transportation as necessary to support operational needs.
• Schedule training sessions with qualified instructors and involved crew, managing updates to training programs on active rosters.
• Promote roster efficiency and stability by collaborating closely with various departments including Rostering, Flight Operations, and Duty Operations, minimizing disruptions.
• Monitor crew duty limits such as flight hours, duty periods, rest requirements, and fatigue management compliance.
• Contribute to the development and execution of contingency plans to address operational disruptions ensuring compliance with aviation authorities.
• Generate and distribute detailed reports on Flight Operations metrics as required by management.
• Maintain effective communication channels with crew members, managers, and stakeholders to sustain information flow and operational continuity.
• Process and maintain operational documentation with focus on safety and compliance standards.
• Issue operational communications including notices and updates relevant to aircrew.
• Collaborate with departments such as HR, Safety, Compliance, Rostering, and Training regarding operational and administrative functions.
• Support follow-up actions related to safety and compliance incidents.
• Coordinate company-wide or airport projects involving Flight Operations when required.
• Manage documentation control activities including flight briefcase materials, onboard manuals, and other essential documents.
• Oversee distribution and acknowledgement tracking for flight crew notices.
• Coordinate pilot annual leave procedures and monitor flight crew sickness administration.
• Audit crew and flight paperwork consistent with company procedures.
• Validate crew expense claims and flight duty payment details where applicable.
• Assist recruitment efforts including administration for pilot hiring and onboarding.
• Manage crew uniform inventory and associated processes.
• Distribute training materials and examinations, ensuring timely completion by crew members.
• Work in conjunction with the EFB Manager on Flight Operations initiatives.
• Serve as contact point for air safety and security incident alerts and liaise with Safety and Security management accordingly.
• Support management with research, administration, and any additional duties aligned with the position.

Required Qualifications and Attributes

• Proven aptitude for managing complex, dynamic situations within high-pressure operational environments.
• Exhibit calmness, organization, proactivity, and effective functioning under pressure.
• Understanding, or capacity to learn, statutory and regulatory aspects of crew rostering, flight operations policies, and agreements.
• Experience in airline operations, crew resource management, planning, rostering, or customer service in aviation is beneficial.
• Strong organization and time-management capabilities, with aptitude for prioritizing tasks under tight deadlines.
• Technical proficiency in problem-solving with the ability to make informed decisions swiftly to minimize operational impact.
• Excellent communication skills, both verbal and written, with the ability to engage professionally across all organizational levels.
• Strong interpersonal skills and ability to collaborate effectively within teams.
• Self-motivated, capable of independent work in fast-evolving operational settings.
• Commitment, flexibility, and resilience, including readiness to work shift-based schedules.
• Strategic understanding of broader operational contexts to make timely, appropriate decisions.
• Professional telephone etiquette and customer-oriented approach.
• Dependability demonstrated by excellent attendance and punctuality.
• Competent user of Microsoft Office Suite, especially Word and Excel.
• Adaptable to rapidly changing operational environments.
• Fluency in written and spoken English.
• Legal authorization to live and work within the European Union.