Technical Records Administrator

CAE•Dallas, TX

1d•Onsite

About The Position

The Technical Records Administrator will be responsible for managing and maintaining technical training records, ensuring accuracy and compliance with regulations. This role involves extensive communication with internal teams, instructors, and clients, as well as administrative support for training operations. The position requires a detail-oriented individual with strong organizational skills and a background in aviation or a related field.

Requirements

High School Diploma (or equivalent)
2-3 years of experience in Corporate Aviation strongly desired
1-3 years of relevant experience in airlines record-keeping, FBO operations, and planning
Excellent phone & customer service skills
Ability to maintain strong customer orientation under adverse circumstances
Organized and a team player with the ability to maintain composure under pressure
Ability to concentrate and work in a fast-paced environment
Punctual, professional, outgoing personality
Ability to multi-task, detail-oriented, self-motivator who can complete tasks with minimal supervision
Able to work overtime, weekend, and evening hours if necessary
Must be able to sit for long periods of time
Requires frequent lifting of up to 20 lbs
Must be able to file and adapt quickly and work well within a new environment
Strong knowledge & experience using Microsoft Windows, Word, and Excel and Internet Explorer programs

Nice To Haves

Associates or Bachelor’s degree in Aviation Science or Administration preferred
Proficient in WebReg Registration system and FAA certifications
Knowledge of Aviation, aviation training, and aviation regulations

Responsibilities

Answer incoming phone calls and make outgoing calls to operators/internal employees.
Maintain and respond to personal and department shared emails within 48 hours.
Cross-train on various functions within the department to assist coworkers and identify process improvement opportunities.
Complete and send out records requests via email or approved courier.
Run reservation reports for upcoming training events to build client/instructor training folders.
Ensure proper documentation is prepared and ready for instructors prior to training start dates.
Complete and send weekly reports for all published and pending client training records.
Generate monthly program timeliness reports and respective KPIs using weekly report information.
Upload TCA’s received by internal employees or clients for Part 135 and foreign clients in the appropriate reservations in STARS.
Provide administrative and operational support to instructors, including grading assistance, addressing error messages, notarial services, and directing inquiries.
Offer immediate assistance for late course additions by ensuring timely creation of folders and proper documentation.
Assist training managers with urgent matters requiring prompt attention or action.
Review, audit, and publish training records on the To Publish and Past Due Dashboards for Dallas, CATS Dallas, and Phenom locations.
Maintain clear and effective communication with Fleet Planners, Account Executives, Training Manager, Instructors, and Records Admins from other locations.
Assist and attend all national authority audits as the SME for the Records Department.
Discuss and attend meetings involving training forms and system updates.
Conduct meetings with training managers to assist them with system or training record questions/issues.
Conduct one-on-one meetings with instructors struggling with the system and submitting grades correctly.
Ensure all company-specific training documents are available to instructors and training managers.
Participate in Learning Center Safety Management Systems, supporting and promoting safety culture, new department trainings, and updates in CAE Systems.
Provide and supply all EASA and EASA-like countries with their appropriate paperwork before training starts.
Process and provide all non-FAA related training records and paperwork to the appropriate national authority.
Assist and complete any additional duties as required.