The posting
Responsible for supporting the Training Coordinator in the day-to-day logistical and administrative execution of pilot training programs, including travel arrangements, crew notifications, schedule changes, vendor invoicing, and handling of crew inquiries. The role allows the Training Coordination to focus on planning and controlling the training program, and strengthens process continuity by maintaining documented, standardized procedures and providing backup support to the Coordinator when required. All activities are performed in accordance with the company's training policies and procedures.
Because the role handles sensitive crew information, including personal data, travel documents, banking details and training results, it requires signing a confidentiality agreement and handling information responsibly at all times.
Key Accountabilities
Simulator Logistics
Manage travel logistics for pilots attending training, including flights, accommodation, ground transportation and per diems, from request through issuance.
Send training notifications and itineraries to pilots and instructors using approved templates.
Execute schedule changes approved by the Coordination, re-notifying all affected parties and adjusting bookings and arrangements on the same day.
Maintain logistics information as an organized, up-to-date historical record, accessible to the entire team, showing clearly what has been managed and what remains pending.
Ground Training Logistics
Plan the logistics of each ground course and indoctrination program, from request to completion.
Coordinate with external providers the services each course requires.
Reserve classrooms, equipment and other facilities needed for each session.
Arrange participant access and security requirements, such as passes and clearances.
Create virtual sessions and share the links with participants and instructors.
Send welcome notifications to participants with the course schedule and instructions.
Follow up on pending items before each course starts, and escalate any risk to the Coordination.
Keep a record of what has been requested, confirmed and completed for each course.
Crew Training Records
Record training activity for each pilot in the crew management system within the deadlines required for accurate and timely crew payment.
Invoicing and Reimbursements
Receive, verify and control invoices from training vendors, ensuring they match agreed rates and services.
Review reimbursement requests against supporting documentation before approval.
Crew Support
Sort and respond to the department mailbox and to pilot inquiries by phone and messaging platforms.
Escalate to the Coordination any matter requiring a decision.
Institutional Correspondence
Prepare and issue formal correspondence, including letters, notifications and official communications, addressed to regulatory authorities, training providers, vendors and other external institutions.
Draft internal communications and reports on behalf of the Training Coordination, ensuring accuracy, proper format and timely delivery.
Maintain organized records of correspondence sent and received, for traceability and audit purposes.
Regulatory Compliance
Maintain a calendar of regulatory and operational deadlines, alerting the Coordination in advance of each due date.
Support the preparation of documentation for internal audits, IOSA and authority inspections.
Continuous Improvement
Identify opportunities to streamline training processes, reduce manual work and improve turnaround times, proposing and implementing solutions in coordination with the Training Coordinator.
Develop proposals and modifications to training policies, under the supervision of the Training Coordination, to help pilots better understand training timelines and requirements and to reduce recurring inquiries.
Develop and maintain templates, checklists and process documentation that standardize recurring activities and support consistency and continuity of the operation.
Qualifications, Experience and Skills
University degree in Business Administration, Aviation Management, Industrial Engineering or a related field.
Previous experience in logistics, coordination or administrative support; experience in aviation (training, operations or crew scheduling) is preferred.
Experience with a crew management system is preferred.
Basic knowledge of civil aviation regulations and airline operations manuals is preferred.
Strong command of Microsoft Office, including intermediate to advanced Excel, Outlook, Teams and SharePoint.
Advanced English, for communication with pilots, international vendors and providers.
Strong written and verbal communication skills, including the ability to draft clear and professional correspondence in English and Spanish.
Ability to manage multiple requests with different deadlines and deliver under pressure.
Strong attention to detail and ability to maintain accurate records.
Strong organizational skills.
Ability to apply and follow company policies and procedures consistently, ensuring all activities comply with training requirements.
Ability to handle confidential information and willingness to sign a confidentiality agreement.
