Instructor Records Clerk-EN

CAE; Wien; On-site; EUR 40,000 - 55,000; Full time

Benefits offered by this job

Relocation support

Job summary

CAE's Business Aviation Training Centre in Vienna (Schwechat) seeks a Training Administration – Instructor Records Specialist to manage instructor training folders, oversee training documents, and maintain the completed records database, supporting accurate audits and timely responses to client requests. The role is full-time and permanent with relocation assistance to Vienna.

Occasional holiday work may be required; experience with aviation regulations and training systems is beneficial, and a

Qualifications

• 2 years or more experience in administrative, records management, training administration, or data entry role.
• Experience maintaining accurate electronic records and databases.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Experience managing multiple tasks and working to deadlines in a fast-paced environment.
• Strong attention to detail with a high degree of accuracy when handling confidential information.
• Background in Aviation sector or aviation records is preferred.

Responsibilities

• Builds and maintains Instructor Training Folders.
• Distributes appropriate training documents as necessary.
• Maintains database of completed records.
• Audits folders for accuracy.
• Assists clients with training records requests.
• Invigilate EASA compute examinations for pilot qualifications and certification, as required.
• On a weekly basis ensure Aircraft Publications are renewed and kept up to date, where applicable.
• On a weekly basis obtain Library updates and place in all relevant locations.
• Assist with general administration duties as required.
• Any other duties as may be required.

Skills

Administrative experience

Customer service

Organized and detail oriented

Team player

Ability to multi-task

Tools

Microsoft Excel

Outlook

Word

Database management

Job description

About This Role

Join our Business Aviation Training Centre in Vienna (Schwechat) as a Training Administration – Instructor Records Specialist and help shape the pilot training experience in Central Europe.

Our newest business aviation training centre in Vienna, Austria, is purpose-built to deliver advanced, simulator-based pilot training. The 8,000-square-metre facility is designed for growth—supporting up to nine Full Flight Simulators—and currently operates six state-of-the‑art devices, including the G550, Global 7500, Global 6000, Challenger 3500, Pilatus PC-24, and Phenom 100/300.

We offer a permanent (non-contract), full‑time position. Occasional work on public holidays may be required based on customer needs. Relocation support to Vienna is available for the successful candidate.

Key Responsibilities

• Builds and maintains Instructor Training Folders
• Distributes appropriate training documents as necessary
• Maintains database of completed records
• Audits folders for accuracy
• Assists clients with training records requests
• Invigilate EASA compute examinations for pilot qualifications and certification, as required.
• On a weekly basis ensure Aircraft Publications are renewed and kept up to date, where applicable.
• On a weekly basis obtain Library updates and place in all relevant locations.
• Assist with general administration duties as required
• Any other duties as may be required.

Our ideal candidate

• Knowledge of Aviation, Aviation Training and Aviation Regulations preferred.
• Excellent customer service skills.
• Able to maintain strong customer orientation under adverse circumstances.
• Organised and a team player with ability to maintain composure under pressure.
• Punctual, professional and outgoing.
• Ability to concentrate and work accurately in a fast paced environment.
• Ability to multi-task, detail orientated, self-motivated who can complete tasks with minimal supervision.
• Readily accepts change and adjusts accordingly.
• Strong focus on quality with a continuous drive towards process improvement and customer satisfaction.

Minimum Qualifications

• 2 years or more experience in an administrative, records management, document control, training administration, or data entry role.
• Experience maintaining accurate electronic records and databases.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Experience managing multiple tasks and working to deadlines in a fast-paced environment.
• Strong attention to detail with a high degree of accuracy when handling confidential information.

Preferred Qualifications

• Background in the Aviation sector
• Experience of Aviation records
• Experience of Aviation training management systems such as MINT Training Management System, Hinfact, FlightLogger, Flight Schedule Pro, Talon ETA or similar
• Familiarity with FAA, EASA, and/or ICAO regulatory frameworks.
• Knowledge of Aviation Training Regulations particularly welcomed.

About CAE

At CAE, our mission is clear: to help make the world a safer place. For nearly 80 years, we’ve driven innovation in simulation, training, and mission readiness to support critical operations worldwide. By leveraging advanced technologies, we empower our customers to operate smarter, faster, and more sustainably. Join a purpose-driven organization where bold ideas are encouraged, collaboration drives progress, and your growth fuels our shared success.

Position Type

Regular

Equal Opportunity & Accommodations

CAE is committed to providing equal opportunities to all applicants, regardless of race, nationality, color, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity, veteran status, age, or other characteristics protected by law. We encourage applicants who may not meet every qualification to apply. Reasonable accommodations are available—contact your recruiter or email [e-mail] if needed.

Data Privacy

Privacy Statement | CAE

As part of our process, we may use AI‑supported tools to help review applications, with human decision‑making at every step. CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.