Aircraft Parts & Records Coordinator

Group Management Services•Cleveland, OH

3d•Onsite

About The Position

Aitheras Aviation Group is a leading provider of worldwide air ambulance and medical transport services, dedicated to delivering exceptional patient care through safe, reliable, and compassionate aviation operations. We are seeking a highly organized and detail-oriented Aircraft Parts & Records Coordinator to join our Maintenance Department in Cleveland, Ohio. This position plays a critical role in supporting aircraft maintenance operations through effective inventory management, maintenance record administration, aircraft parts procurement, vendor coordination, and maintenance tracking activities. The ideal candidate will be a proactive professional with strong aviation knowledge, exceptional organizational skills, and the ability to thrive in a fast-paced operational environment. About Aitheras Since 2005, premier medical facilities throughout the United States and around the world have trusted Aitheras Aviation Group to transport critically ill and injured patients safely and efficiently. Our culture of safety extends throughout every aspect of our operation, from clinical excellence and crew training to aircraft maintenance and flight operations. Aitheras is among a select group of non-scheduled fixed-wing operators certified under the FAA Safety Management System (SMS), helping establish and maintain the highest standards of safety within the air medical industry.

Requirements

High School Diploma or GED required
Minimum of two (2) years of direct aviation parts, maintenance records, inventory control, or maintenance administration experience
Familiarity with aviation terminology, aircraft parts documentation, and maintenance recordkeeping
Ability to read, analyze, and interpret: Aircraft part numbers, Flight sheets, Vendor quotations, FAA Form 8130 documentation, FAA Form 8110 documentation, Maintenance and procurement records
Strong written and verbal communication skills
Proficiency with Microsoft Office Suite (Excel, Word, Outlook, and related applications)
Experience with aviation maintenance management software such as: Corridor, CAMP, CMP, Flightdocs, Similar aviation tracking platforms
Working knowledge of FAA regulations and aviation maintenance compliance requirements
Strong organizational, analytical, and problem-solving abilities
Ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail
Ability to work independently and collaboratively within a fast-paced maintenance environment

Nice To Haves

Associate's degree, bachelor's degree, or additional aviation-related education preferred

Responsibilities

Managing maintenance record systems
Overseeing Corridor maintenance tracking activities
Reconciling aircraft flight records
Maintaining parts inventory
Coordinating core and rotable returns
Monitoring tooling and equipment status
Supporting maintenance work order completion
Ensuring regulatory compliance, operational efficiency, accurate recordkeeping, and cost-effective procurement of aircraft parts and services
Coordinating with the Director of Maintenance and Lead Mechanics to procure aircraft parts for AOG events, scheduled maintenance, and stock inventory requirements
Obtaining competitive quotations from vendors, MROs, and suppliers to achieve cost savings, reduce lead times, and improve service levels
Maintaining accurate purchasing records and documentation for all parts transactions
Ensuring aircraft parts covered under maintenance programs (ProParts, JSSI, MSP, ESP, and others) are processed through the appropriate program representatives
Conducting incoming parts inspections and verifying required documentation in accordance with company procedures and quality assurance standards
Properly identifying, tagging, labeling, and inventorying all incoming aircraft parts
Coordinating, tracking, and processing all warranty claims, core returns, and rotable exchanges to ensure timely credits and recoveries
Developing and maintaining strong relationships with vendors, suppliers, and maintenance service providers
Reconciling daily flight sheets, aircraft times, cycles, and usage reports submitted by flight crews
Communicating with crewmembers to resolve discrepancies and obtain corrected documentation when necessary
Entering and maintaining aircraft times, cycles, and maintenance information within maintenance tracking systems
Supporting maintenance work order administration and completion documentation
Maintaining accurate and compliant aircraft maintenance records in accordance with FAA requirements and company policies
Auditing and maintaining aircraft parts inventory at the Cleveland maintenance facility (BKL)
Monitoring stock levels and recommending inventory replenishment as required
Tracking tooling, equipment, life rafts, life vests, and related maintenance assets across all company locations
Identifying surplus, obsolete, quarantined, or saleable inventory and recommending appropriate disposition actions
Ensuring inventory records remain accurate and current
Preparing and updating maintenance due lists for review by Maintenance leadership
Communicating inventory shortages, record discrepancies, compliance concerns, and procurement opportunities
Identifying operational efficiencies, cost-saving initiatives, and process improvements within maintenance support functions
Collaborating with the Director of Maintenance and Vice President of Operations to support departmental objectives and fleet readiness