Flight Operations Training Coordinator

ExecuJet delivers excellence in a comprehensive range of business aviation services tailored to our clients and partners. We are dedicated to safety and strive for creating a fulfilling workplace through cultivating genuine, open, and engaging relationships with passionate colleagues.

ExecuJet Middle East is currently seeking a Flight Operations Training Coordinator to fill a vacancy within our Dubai Based Operation. The main objective of the role is to ensure all authority Quality and safety requirements are met within our Flight operations department and ensure the Audit program follows all regulations.

Qualifications

Work Experience

• Minimum three (3) years in Administration
• Previous experience in Training environment required
• Centric/Leon experience desirable
• GCAA/NAA experience is required
• Good command of the English language – both verbal and written
• Experienced user of Microsoft Office suite of products

Background

• Aviation background Required

Languages

• Fluency in written and spoken English. Additional languages would be advantageous.

IT Skills

• Basic Skills – Microsoft Office

Character Profile

• Professional
• Attention to detail essential
• Ability to work under pressure
• Ability to work in a team and independently
• Strong organizational skills
• Ability to work under time constraints
• Patience, tolerance and a positive approach

Reporting to Operations Training Supervisor on Daily Basis 

Reporting to Post Holder/Training manager on functional Basis

Responsibilities

Primary role, responsibility and priority is the Training department, supporting Training Supervisor and operation in an efficient, proactive and accurate manner – with the necessary control, planning, scheduling, communication, systems updates and record keeping of all training as defined in the regulatory approved OMD and the POM.

As delegated and agreed:

• Crew and operations staff applicable type ratings, initial training, recurrent training, supplemental and company training as required and within the relevant regulations and company requirements.
• LPC, OPC, annual line checks, area competency checks, Airlaw Exam, ELP and other regulatory requirements.
• OCC/ARM – recurrent training such as SMS, QA, H&S, 1st Aid, Fire, Security etc.
• Dispatcher's, CAMO and Post Holder's required trainings.

 Initial and Renewal application and support for:

• TRTO and Simulator approval – Foreign and Local.
• GCAA Licenses & CMCs for A6 Pilot, Cabin Crew and Dispatchers.
• Pilots and Cabin Crew's medical.
• GCAA/Company Nominated Commander, Test Pilot, DCCE, TRI etc.
• Support for FO and Crew Validations – GCAA, Isle of Man, Bermuda and SMAR.

 Review, assessment and filing of new joiners and transfer candidate credentials:

• Generation of training plans against company requirements for PH review and approval.
• Track and alert the Training Manager if any required training has expired or is projected to expire within 90/60/30/15 days.
• Build LEON Credentials for Pilots, Cabin Crew, Dispatchers and Maintrol, administer and update with the training records/credentials.

 ATO and other training:

• Generate TAs for PH signoff, ensure appropriate NAAs base license and operations needs are considered along with any training booked including LPC, OPC, special approaches etc. and SPM items are included.
• Ensure bookings are made IAW company agreements and any cancellations-deadlines are closely monitored, communicated and are made within prescribed periods – Golden tickets use requires AM approval.
• Ensure ATOs are approved, and crew and ATO has approved briefing package in advance, and to follow up as necessary for complete/signed off certificates and ATO/EJME forms (OPC, LPC, etc).
• Generation and control of Training bonds.
• Close liaison with BA/TS/LSM for training requirements for scheduling of LSM operated EJ managed aircraft.
• Update of training records/documents/credentials, SIM recently in control systems, LEON and personal files as appropriate – Share with FO as appropriate (ensure credentials are kept in confidence).
• Brief the Ops Admin pool and Operations on any training to be received by Pilots and Cabin Attendants.
• Book relevant travel and hotel accommodation and advise the Operations and HR (if required) department of the travel and hotel arrangements made.

 Financial Control and Management

• Check and approve all invoices for training in a timely manner and ensure that they are for the agreed contract price and match the TA.
• Arrange payment and ensure that the payment is made prior to the course where required.
• Manage training entitlements – requires PH and AM approval.

 Other

• Maintain and report monthly CT SPM items in 1st week of each month.
• Complete CT QIs for PH review as per SPM requirements.
• Support QA with timely ATO remote training audit questionnaire submission and responses.
• Assist/Support the PH Training with ATO or Authority's Audit – GCAA, IS-BAO, San Marino.
• Support PH Training in attending meetings when not available due to flying duties.
• Provide occasional reception cover if necessary.

 Operations Quality Support

• Provide high-level administrative and functional support to the Quality Manager in Quality, HSE, and PSMP matters as required.
• Assist with submitting specialist regulatory reports such as SMS/SSP 'T' reports, ROSIs, CAPAs as requested.
• Maintain and organise Quality Management records in accordance with company and regulatory requirements.
• Set up new staff or Leavers CENTRIK accounts/logins and correct access for document distribution, auditing, CAPA management, meeting records, and user access.
• Assist with formatting, submitting and distributing company documentation, Manuals, forms, ESBs, CMs/CNs as required.
• Assist with standard monthly reporting, and follow up on overdue CAPA, actions, and document acknowledgements.
• Track, update and highlight regulatory certificate expiry dates within NAA items report.
• Assist with coordination of Postholder, MeM, and SRB meetings, including minute-taking and action tracking when necessary.
• Monitor and follow up on document distribution/amendment compliance and maintain Master distribution list – escalating as necessary.
• Support QA Manager with quality inspections, audits, checklist preparation, and CAPA management when able.

 Understand and ensure compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which you are involved.

These duties are indicative of the role and are not exhaustive and may change to meet the Companies Business Objectives from time to time as required by your Manager.