Job Purpose

To act as the focal point between Flight Operations and internal/external stakeholders with the objective of ensuring the legality, readiness, and regulatory compliance of pilots. The role provides administrative and operational support to the Flight Operations Department, ensuring smooth workflow, effective communication, timely completion of training requirements, and compliance with company policies and civil aviation regulations.

Key Result Responsibilities

1. Coordinate the issuance, renewal, and maintenance of pilot licenses, ratings, validations, permits, airport passes, visas, and other required documentation to ensure operational readiness and regulatory compliance.
2. Monitor expiry dates of licenses, medical certificates, visas, permits, and training qualifications, ensuring timely renewals and compliance with Fly Jinnah and PCAA requirements.
3. Maintain and update all pilot records in Aeroline and other designated systems, ensuring accuracy and availability for audits and regulatory inspections.
4. Maintain accurate and up-to-date records of pilot documents, qualifications, correspondence, appreciation letters, warnings, reports, and other Flight Operations records.
5. Generate and distribute operational communications, notices, circulars, and pilot information bulletins as directed by the Chief Pilot or Head of Flight Operations.
6. Coordinate with PCAA and other regulatory authorities regarding license issuance, validations, examinations, approvals, and associated documentation requirements.
7. Coordinate with Crew Planning, OCC, Training, HR, and other departments to ensure pilots are scheduled for mandatory training, checks, medicals, and regulatory requirements within validity periods.
8. Coordinate administrative requirements related to pilot recruitment, induction, onboarding, documentation, and regulatory approvals.
9. Coordinate with HR on matters related to pilots including attendance, leave, employment letters, visa processing, and other personnel matters.
10. Prepare and maintain documentation required for PPCs, LPCs, command upgrades, instructor upgrades, route checks, and other training and qualification activities.
11. Maintain training records and monitor upcoming training requirements to ensure continuous compliance with company and regulatory standards.
12. Assist in the preparation and closure of internal, external, quality, and regulatory audits by compiling records, reports, and supporting documentation.
13. Prepare reports, trackers, dashboards, and management summaries relating to pilot compliance, training status, licenses, medicals, and operational documentation.
14. Attend meetings when required, prepare meeting minutes, and follow up on assigned action items.
15. Provide administrative support to pilots and Flight Operations management as required and perform any additional duties assigned by the Line Manager. 

Qualifications (Academic, training, languages)

• Bachelor’s degree in Management/Administration or equivalent is preferred.
• Higher Diploma in Office Management/Secretarial Skills from a recognized institution combined with needed experience is acceptable for this role.
• Proficient in Microsoft Office suite of application. (esp. Advanced Excel)
• Very good communication skills (verbal, written) expressed in high level of accuracy. Very good in English Language & other languages as per Hub requirement.
• Very good in English Language & other language as per Hub requirement 

Work Experience

•  2+ years of related working experience in an administrative or coordination role in the operations department in any industry, experience with Airlines/Aviation industry is an advantage
• Demonstrates effective interpersonal skills; a team player capable of supporting teams. Relative experience in handling rosters, schedules and spread sheets is preferable
• Proven skills in working with data and resources in a cost-effective manner.
• Possesses good organizing as well as time management skills in a frequently changing environment.
• Cost-oriented, possess effective persuasive, negotiation and problem-solving skills. Multi-task oriented with high attention to details.
• Dependable, self-initiative, takes ownership, and displays energy and enthusiasm. Capable of working hard and under pressure.