Aviation Compliance & Records Specialist

Billings Flying Service • Billings, MT

1d

About The Position

The Aviation Compliance & Records Specialist maintains accurate, complete, organized, and accessible aircraft, component, and maintenance records while providing administrative and technical support for aviation regulatory compliance. The role is a central resource for aviation documentation and compliance and works with Maintenance, Production, Quality, Operations, and other departments to help ensure maintenance activities and records meet company procedures, customer requirements, and applicable regulations.

The position reviews and updates records and work-order documentation, identifies and helps resolve discrepancies, tracks documentation throughout maintenance, and maintains electronic and physical records in line with company procedures and retention requirements. It also supports regulatory, customer, and internal records requests and authorized inspections by organizing and providing required documentation.

The specialist maintains working knowledge of applicable FAA regulations, researches and communicates regulatory and procedural requirements, monitors outstanding documentation and compliance items, and escalates significant or unresolved concerns to management. The role uses maintenance tracking and ERP systems to enter, update, retrieve, and monitor information and task status.

Work is performed in office and maintenance settings, with possible exposure to shop noise, dust, odors, and fumes. The position occasionally requires lifting up to 20 pounds and regularly requires sitting, standing, bending, reaching, and moving about facilities. Other job-related duties may also be assigned.

Requirements

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to review, analyze, organize, and maintain technical aviation documentation.
• Ability to investigate documentation discrepancies and follow issues through resolution.
• Working knowledge of FAA regulations and aircraft maintenance documentation practices.
• Ability to research and interpret regulatory and procedural requirements.
• Strong problem-solving and critical-thinking skills.
• Ability to manage multiple priorities in a fast-paced aviation environment.
• Ability to work effectively with personnel across multiple departments.
• Proficiency with maintenance tracking software, ERP systems, and Microsoft Office or similar business applications.
• Ability to learn and effectively use company-specific systems and processes.
• Ability to maintain confidentiality and protect the accuracy and integrity of company and customer records.
• Minimum three years of experience in aircraft maintenance, aircraft records, aviation compliance, MRO, quality assurance, production support, or a related aviation environment is preferred.
• Working knowledge of applicable FAA regulations, including FAR Part 43, FAR Part 145, and FAR Part 91, Subpart E.
• Computer skills required.

Nice To Haves

• A&P Certificate/License strongly preferred.
• Aviation maintenance, records, compliance, or related technical training preferred.
• Familiarity with FAA Part 145 Repair Station operations and documentation practices.
• Experience working with aircraft maintenance records and technical documentation preferred.
• Experience with maintenance tracking software, ERP systems, or electronic records-management systems preferred.
• Experience supporting aviation compliance, maintenance documentation, production coordination, or aircraft records preferred.

Responsibilities

• Maintain accurate, complete, organized, and current aircraft and component records.
• Review maintenance documentation and work orders for accuracy, completeness, and compliance with company procedures and customer requirements.
• Verify that maintenance activities are documented and associated with the correct aircraft, component, work order, or task.
• Update and track aircraft and component records throughout the maintenance process.
• Identify missing, incomplete, inconsistent, or inaccurate documentation and coordinate with appropriate personnel to resolve discrepancies.
• Maintain electronic and physical records in accordance with company procedures and applicable retention requirements.
• Support regulatory, customer, and internal requests for aircraft and maintenance records, ensuring records can be located and provided when needed.
• Provide administrative and technical support for aviation compliance activities.
• Research and interpret applicable regulatory and procedural requirements and communicate them to appropriate personnel.
• Assist departments with documentation and compliance requirements; monitor outstanding items and communicate issues requiring attention.
• Escalate significant or unresolved compliance concerns to appropriate management.
• Support regulatory inspections and other authorized reviews by organizing and providing required documentation.
• Help maintain consistency between maintenance and operational documentation, approved company procedures, and applicable regulatory requirements.
• Coordinate with maintenance personnel to obtain missing work-order information or correct documentation discrepancies.
• Ensure documentation flows appropriately from maintenance initiation through completion and record retention.
• Support accurate documentation of maintenance activities and aircraft status.
• Use maintenance tracking and ERP systems to enter, update, retrieve, and monitor information and maintain visibility of aircraft and component documentation and task status.

Benefits

• Competitive compensation based on experience and credentials.
• Medical insurance.
• Dental insurance.
• Vision insurance.
• 401(k) with 4.5% company match; benefits are available after the initial waiting period.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed