Records and Administrative Specialist- Nashville, TN

at  Ventura Aviation

Records and Administrative Specialist
Ventura is looking for a highly organized and detail-oriented Records and Administrative Specialist to join our team in Nashville, TN with the primary task of working directly with Flight Operations team members and the Human Resources team to aid in day-to-day operation and maintenance of records. The role supports those tracking crew records tasks predominantly focused on hiring records as well as all other training requirements for crewmembers. This role reports directly to the 119 Director of Operations.
The Records and Administrative Specialist will work closely with the Chief Pilot, Director of Operations and the Human Resource team to ensure that crew records are maintained in accordance with company policies and procedures.

QUALIFICATIONS & REQUIREMENTS

• Based in Nashville, TN.
• Ability to collaborate with other departments/organizations.
• Experience with MS Office and Google products such as Word, Excel, Google sheets, etc.
• Strong communication skills, both verbal and written.
• Very high attention to detail.
• Must be able to manage multiple projects at one time. Or possess the ability to prioritize based on urgency and importance.
• Strong ability to organize, multi-task, and prioritize tasks.
• Subject to pre-employment and random drug testing.
• Must pass a background check.
• Must have authorization to work in the U.S.

• Create and maintain crew records for new Pilots, Cabin Attendants and Flight Followers in accordance with Part 135 regulations.
• Assist the Chief Pilot in the coordination of all internal and external training events for crew members, to include working with all training vendors.
• Interacts with pilots and company personnel for gathering data, disseminating information, resolving paperwork and processing/records keeping issues.
• Insures that initial and recurrent training records are posted appropriately.
• Audits all pilot records monthly to ensure that all pilots’ credentials are up to date and to confirm their currency.
• Maintains organized pilot records for review by the FAA Administrative.
• Work closely with Human Resources regarding the access, review and uploading of information to the FAA Pilot Records Database (PRD).
• Review and audit Pilot Records Information Act (PRIA) requests for new pilots.
• Work closely with Human Resources regarding the maintenance of the pilot random drug pool in accordance with 49 CRF Part 40.
• Make all appropriate notifications to the Director of Operations, Assistant Director of Operations, or Chief or Training Manager regarding all internal and external reportable events.
• Demonstrates working knowledge of the contents of the, Operations Manual, Operations Specification, Policies and Procedures and all Federal Aviation Regulations pertaining to Pilot Records
• Perform other job-related duties as assigned.