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Overview

Our leading Douglas-based client are a well respected specialist Corporate Service Provider with an expanding portfolio. As they continue to grow, an opportunity has arisen for an Aviation Crew Coordinator.

The Aviation Crew Coordinator will support with planning, operations, reporting, logistics, data management, communication and administration of the Aviation Crew. Responsibilities will include:

• Work closely with the Crew data and Crew Transfers teams, supported by the Aviation management team, and act as a liaison between the business and third party operators providing crew
• Hybrid role, requiring flexibility to support client operational needs

Crew onboarding

• Support as required with initial Visa applications, advanced vetting checks and collating confidentiality agreements
• Coordinate collation of data for new crew and set up in systems as required, communicating planned start dates and ensuring all documents are received in a timely manner
• Respect the confidential nature of operations and any personal data

Data Management

• While always upholding the confidentiality of sensitive information, work with the Crew Data team to become focal point for Aviation Crew Data, ensuring data required for aviation crew is communicated, gathered and kept up to date
• Act as first point of contact for Aviation Crew Data Requests, ensuring correct labelling and storage of documents
• Monitor expiry dates and send reminders as required to operators to update, renew or commence applications, as required
• Assist with Visa renewals, monitor expiry dates and keep good records to support invoices

Logistics

• Coordinate local transport requests, collaborating with the Crew Transfer team and local support team
• Monitor current permit requirements, deadlines, and options to optimise operational delivery, while respecting the confidential nature of the operations

Reporting / Tracking

• Track crew duty days and movements
• Produce monthly reports presenting data
• Support invoice checking and budgeting.
• Ad hoc reports and data requests as required.

Crew Handovers

• Understand aviation crew rotational planning, track planning and e-tickets for all aviation crew arrivals and departures
• Ensure current details are properly recorded and shared where appropriate
• Work with the Crew Data team to understand and communicate any medical or testing requirements with operators as necessary
• Coordinate accommodation according to established procedures

Crew Local Accommodation

• In collaboration with operators, understand accommodation requirements, considering priority with an oversight of planned movements
• Work with the local accommodation Room Manager to agree allocation of available rooms in facility, and manage bookings for external hotels as required

Un-planned Arrivals/departures

• In the case of un-planned arrivals or departures, be it due to sickness, compassionate or other ad hoc requirement, obtain necessary approvals and inform relevant parties promptly, recognising and upholding the confidential nature of operational protocols

Permits

• Monitor requirements for permits and prepare applications as required for fleet movements and entry to restricted sites
• Manage Pass applications, working with permit team and on-site aviation team to manage distribution and control of passes issued

Procedures

• Procedures are an important tool for operators to refer to and ensure correct and up to date information is available. As such, you will be responsible for creating easy to follow procedures, documenting processes and current requirements for the Operation
• Keep procedures up to date and promulgate when changes are made. Procedures will be kept in constant review and you should lead on making amendments as necessary to clarify persistent oversight, errors or areas of confusion

The ideal candidate for the role of Aviation Crew Coordinator will be:

• Confident and comfortable working independently with a remote team and global operational locations
• Have excellent communications skills, with the ability to liaise in a professional manner with suppliers, colleagues, and other contacts as required.Excellent organisational skills, adaptable and flexible approach to work
• Ability to manage and disseminate data into meaningful reports
• Excellent problem-solving skills, able to manage and resolve issues to ensure operating priorities are delivered
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and be confident in using wider IT software
• Has English as a first language, or excellent written and verbal communication skills in English taking into account the potential impact of any communication
• Excellent communicator, considers diverse multicultural background of colleagues and key stakeholders adjusting communication style accordingly
• Effectively manage own workload, demonstrating accuracy and attention to detail
• Understand and consider the interests and concerns of others, escalating critical issues when necessary
• Work to gain support for ideas, proposals, and solutions, involving others in decision-making processes
• Constantly work to develop, maintain, and strengthen partnerships with internal and external customers
• Build relationships with and express appreciation to others who have provided information, assistance, or support
• Provide assistance, information, and support to others to build a basis for future reciprocity
• Try to understand the merits of others perspectives
• Demonstrate willingness to modify a strongly held position in the face of contrary evidence

Desirable:

• An aviation ops background would be beneficial, with understanding of FTL's, training currency requirements for both fixed and rotary wing aircraft. However, this is not essential as you will be required to learn rules for specific operation.