Maintenance Administrative Coordinator

FlyUSA, Inc.•Clearwater, FL

About The Position

At FlyUSA, we are redefining the private aviation experience by providing exceptional service to our clients from start to finish. As leaders in the industry, we are committed to delivering unparalleled travel experiences that exceed expectations. We’re not just about flying passengers from point A to B; we’re about creating memorable journeys and exceptional moments for every client, every time. Position Summary: The Maintenance Administrative Coordinator provides organizational and administrative support to the Director of Maintenance. This role is responsible for maintaining aircraft maintenance records, organizing logbook documentation, scheduling inspections, coordinating with vendors, and ensuring all required paperwork is properly filed and accessible. This position is ideal for someone who is detail-oriented, organized, proactive, and comfortable communicating with maintenance facilities, vendors, and internal departments.

Requirements

2+ years of administrative experience (aviation preferred but not required).
Strong organizational and recordkeeping skills.
Excellent communication skills (phone and email professionalism).
Proficient in Microsoft Office (Excel, Outlook, Word).
Ability to manage multiple aircraft files and deadlines simultaneously.

Nice To Haves

Experience in aviation maintenance or aircraft operations.
Familiarity with FAA maintenance documentation.
Experience supporting a Director of Maintenance or operations leader.

Responsibilities

Organize and file aircraft maintenance logbook entries (airframe, engine, APU, etc.).
Maintain both digital and physical maintenance records in an organized and audit-ready format.
Ensure all maintenance paperwork is properly signed and completed before filing.
Track inspection due dates and recurring maintenance items using internal tracking tools.
Assist with preparing records for audits, aircraft transactions, or regulatory reviews.
Schedule inspections, maintenance events, and vendor appointments.
Contact service centers, repair stations, and parts suppliers to request quotes, availability, and status updates.
Coordinate aircraft downtime schedules with Operations.
Follow up on open work orders and ensure timely documentation return.
Assist the Director of Maintenance with administrative tasks, including: Making vendor calls Requesting estimates Tracking parts orders Organizing maintenance files Preparing reports or summaries
Maintain maintenance calendars and upcoming inspection schedules.
Support budgeting documentation and invoice collection.
Coordinate between Maintenance, Operations, and Accounting to ensure paperwork flows smoothly.
Assist with invoice submission and expense documentation.
Help ensure compliance deadlines are visible and proactively managed.

Benefits

Aetna medical plans with multiple coverage options
Dental and vision coverage through MetLife
Access to Teladoc and virtual care resources
Over-the-counter health product allowance at CVS
Employee assistance and wellness resources
Employer contribution toward medical premiums
Company-provided basic life insurance
Optional supplemental life, accident, critical illness, and hospital indemnity plans
Health Savings Account and Flexible Spending Account options
401(k) with company match (via Slavic401k)
Paid Time Off
Sick time provided annually
Paid holidays for full-time employees
Structured onboarding and support from leadership
A culture built on professionalism, teamwork, and clear communication
Opportunities to grow internally as we expand fleet and operations