Manager of Flight Administration

Job Description

Job Description

Position Summary

The Manager of Flight Administration provides leadership, oversight, and execution of administrative functions supporting the Flight department. This role is responsible for ensuring the integrity of crew data, compliance tracking, payroll inputs, and departmental processes that directly support pilot and cabin server operations.

The Manager leads administrative workflows, drives process efficiency, and ensures alignment with company policies and regulatory requirements. Serving as a key link between leadership and frontline administrative functions, this role partners closely with internal departments including Scheduling, Training, HR, Payroll, and IT to ensure seamless operational support.

Key Responsibilities

• Provide direct oversight of Flight Administration processes, ensuring accuracy, consistency, and timeliness across all administrative functions
• Supervise and support Flight Department Administrator, including task delegation, performance management, and development
• Establish and maintain standardized procedures for administrative workflows and recordkeeping
• Serve as the primary escalation point for complex administrative, payroll, or compliance related matters
• Oversee the maintenance and integrity of all crew data systems, including pilot and cabin server records (hires, terminations, fleet changes, domiciles, etc.)

• Ensure accurate and timely completion of monthly and recurring administrative processes, including:
  • Seniority list archiving
  • IOE tracking
  • PRIA file management
  • NDR monitoring
  • DASSP compliance updates

• Review and approve payroll inputs, including upgrades, stipends (IP/CP/Mentor), and attrition tracking
• Oversee administrative tracking of vacation bids, LOA, STD, FMLA, and related programs
• Partner with Payroll and HR to ensure accurate and timely processing, resolving discrepancies as needed

• Maintain oversight of compliance-related programs including Known Crewmember (KCM), PRIA, and DASSP
• Ensure adherence to regulatory and company requirements across all administrative functions

• Provide guidance on company policies, escalating and addressing discrepancies as appropriate
• Lead preparation and distribution of key departmental communications (fleet updates, policy notifications, onboarding materials, etc.)

• Support new hire onboarding processes, including presentations, documentation, and system access coordination
• Partner with IT and other departments on issuance and return of company equipment

• Develop and maintain reporting on key administrative metrics, including staffing, attrition, and crew movement
• Support workforce planning efforts by tracking vacancies, bid awards, and operational changes
• Provide insights and recommendations to leadership to improve efficiency and decision making

Qualifications

• Bachelor’s degree in Aviation Management, Business Administration, or related field preferred; equivalent experience considered
• Minimum 3–5 years of experience in administrative, operations, or HR support; aviation experience strongly preferred
• Prior leadership or supervisory experience preferred
• Strong proficiency in Excel and data management systems
• Exceptional attention to detail, organizational skills, and ability to manage multiple priorities
• Strong communication skills with the ability to handle sensitive and confidential information professionally