Technical Records Administrator

CAE • Dallas, TX

1d • Onsite

About The Position

CAE Technical Records Administrator - All for guiding customers to success. Location: Dallas Training Facility (Onsite) Position Type: Non‑Exempt, Hourly Description Answer incoming phone calls and make outgoing calls to external customers and internal employees. Maintain and respond to the assigned CAE email inbox, including [email protected] and [email protected], within 48 hours. Cross‑train on various job functions within the department to support coworkers and identify process improvement opportunities. Complete training records requests and distribute them via email or approved courier. Run reservation reports for upcoming training events to build client and instructor training folders, ensuring all documentation is completed prior to training start dates. Run updated reservation reports closer to check‑in dates to capture late additions and build folders accordingly. Complete and submit weekly reports for all published and pending client training records, ensuring all spreadsheet fields are accurately completed. Generate monthly programming timeliness metrics and applicable KPIs using weekly reporting data. Upload TCAs received from internal employees or clients for Part 135 and foreign clients into the appropriate STARS reservations. Upload prerequisite packets and company forms provided by Regulatory or Account Executives into the assigned STARS reservations. Provide administrative and operational support to instructors, including grading assistance, resolution of error messages, notarial services, and directing inquiries to the correct department. Support Training Managers with urgent matters requiring prompt action related to training records. Review, audit, and publish training records from the To Publish and Past Due dashboards for Dallas, CATS Dallas, and Dallas Phenom. Maintain effective communication with Fleet Planners, Account Executives, Client Services, Training Managers, Instructors, and Records Administrators at other locations to ensure timely and accurate completion of records. Attend national authority audits as a subject matter expert for the Records Department. Participate in meetings related to training records, forms, system updates, and enhancements. Conduct meetings with Training Managers to support system‑ or records‑related questions or issues. Deliver one‑on‑one e‑grading system training to instructors to ensure accurate and timely grading submissions. Ensure all company‑specific forms are readily accessible to instructors and Training Managers. Participate in Workday > Learning Center Safety Management Systems online training, including safety culture, department onboarding, and CAE system updates, as well as LinkedIn Learning. Provide EASA and EASA‑like countries with required documentation prior to training start dates. Process and deliver all non‑FAA training records and documentation to the appropriate national authority. Perform additional duties as required.

Requirements

• High School Diploma or equivalent.
• 2–3 years of experience in Corporate Aviation (strongly desired).
• 1–3 years of experience in airline recordkeeping, FBO operations, and/or planning.
• Excellent phone and customer service skills.
• Strong customer orientation, including in challenging situations.
• Organized, professional, team‑oriented, and able to maintain composure under pressure.
• Ability to work in a fast‑paced environment with minimal supervision.
• Strong multitasking and detail‑orientation skills.
• Strong proficiency with Microsoft Windows, Word, Excel, and Internet Explorer.

Nice To Haves

• Associate’s or Bachelor’s degree in Aviation Science or Administration.
• Proficiency with WebReg Registration system and FAA certifications.
• Knowledge of aviation, aviation training programs, and aviation regulatory requirements.

Responsibilities

• Answer incoming phone calls and make outgoing calls to external customers and internal employees.
• Maintain and respond to the assigned CAE email inbox, including [email protected] and [email protected], within 48 hours.
• Cross‑train on various job functions within the department to support coworkers and identify process improvement opportunities.
• Complete training records requests and distribute them via email or approved courier.
• Run reservation reports for upcoming training events to build client and instructor training folders, ensuring all documentation is completed prior to training start dates.
• Run updated reservation reports closer to check‑in dates to capture late additions and build folders accordingly.
• Complete and submit weekly reports for all published and pending client training records, ensuring all spreadsheet fields are accurately completed.
• Generate monthly programming timeliness metrics and applicable KPIs using weekly reporting data.
• Upload TCAs received from internal employees or clients for Part 135 and foreign clients into the appropriate STARS reservations.
• Upload prerequisite packets and company forms provided by Regulatory or Account Executives into the assigned STARS reservations.
• Provide administrative and operational support to instructors, including grading assistance, resolution of error messages, notarial services, and directing inquiries to the correct department.
• Support Training Managers with urgent matters requiring prompt action related to training records.
• Review, audit, and publish training records from the To Publish and Past Due dashboards for Dallas, CATS Dallas, and Dallas Phenom.
• Maintain effective communication with Fleet Planners, Account Executives, Client Services, Training Managers, Instructors, and Records Administrators at other locations to ensure timely and accurate completion of records.
• Attend national authority audits as a subject matter expert for the Records Department.
• Participate in meetings related to training records, forms, system updates, and enhancements.
• Conduct meetings with Training Managers to support system‑ or records‑related questions or issues.
• Deliver one‑on‑one e‑grading system training to instructors to ensure accurate and timely grading submissions.
• Ensure all company‑specific forms are readily accessible to instructors and Training Managers.
• Participate in Workday > Learning Center Safety Management Systems online training, including safety culture, department onboarding, and CAE system updates, as well as LinkedIn Learning.
• Provide EASA and EASA‑like countries with required documentation prior to training start dates.
• Process and deliver all non‑FAA training records and documentation to the appropriate national authority.
• Perform additional duties as required.

Benefits

• Comprehensive medical, dental, vision, and EAP plans.
• 401(k) and employee stock purchase programs with CAE match.
• Generous paid time off, including parental leave and vacation.
• Company‑paid life insurance, AD&D, short‑term disability, and caregiver support.
• Voluntary benefits such as legal coverage, dependent life insurance, pet insurance, and FSAs.
• Programs supporting work‑life balance and employee well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED