Operations Administrator

Talon Air•Farmingdale, NY

About The Position

Are you interested in aviation and curious about what happens behind the scenes to keep a flight operation moving? Join us! Talon Air, LLC is seeking a motivated and detail-oriented Operations Administrator to join our Flight Operations team. This is an excellent opportunity for someone looking to begin or continue growing a career in aviation while gaining hands-on exposure to the day-to-day operations behind private aviation. Our Flight Operations department is at the heart of the company, supporting the people, records, and processes that help keep our aircraft and crews moving safely and efficiently. The ideal candidate is organized, dependable, eager to learn, and willing to take initiative. Previous aviation experience is helpful but not required. We're looking for someone who isn't afraid to ask questions, learn new systems and procedures, take ownership of their work, and grow with the team. If you've ever looked out at an aircraft and wondered what it takes behind the scenes to make it all happen, this could be your opportunity to find out.

Requirements

Strong attention to detail and organizational skills
Self-motivated with a willingness to learn and take initiative
Strong communication and follow-up skills
Ability to manage multiple priorities and deadlines
Comfortable with Microsoft Office and learning new systems
Ability to handle confidential information professionally
Team-oriented, dependable, and adaptable

Nice To Haves

Previous aviation experience is helpful but not required.

Responsibilities

Maintain accurate pilot and cabin crew records, including flight crew training documentation, to support compliance with applicable FAA regulations and assist with crew onboarding.
Support FAA PRD, DOT, TSA, fingerprinting, and other compliance-related processes.
Audits periodically crew training records to ensure all required documentation and data is in the appropriate training folder and has been uploaded into the PRD and is current.
Escalate discrepancies or potential compliance concerns to appropriate Flight Operations leadership.
Track pilot qualifications, medicals, training, passports, visas, and other required document expirations, and proactively notify flight crewmembers of upcoming renewal requirements.
Review records for accuracy and follow up on missing or incomplete documentation.
Responsible for the audit and entry of all Check Airmen records.
Maintain crew profiles, spreadsheets, reports, and department trackers.
Coordinate with pilots, Training, Scheduling, HR, Safety, and other departments.
Conduct routine audits and quality checks to ensure documentation accuracy and compliance, while supporting regulatory inspections, and special projects as assigned.
Coordinate crew airport badging, renewals, and required security credentials.
Take initiative to identify outstanding items and follow tasks through to completion.
Monitor and order basic office and Flight Operations supplies as needed.