Flight Management Representative - Crew Coordinator

Jet Aviation (Asia Pacific) Pte Ltd; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

An aviation services company in Singapore is seeking a Crew Coordinator to manage freelance crew contracts and support onboarding processes. The ideal candidate will have strong organizational and communication skills, along with a minimum of 2 years in administrative support or related roles. The position requires attention to detail, familiarity with aviation processes, and the ability to work under pressure. This role also involves general administration tasks to ensure smooth operations.

Qualifications

• Minimum 2 years in administrative support, contract management, or crew coordination.
• Familiarity with aviation operations and freelance workforce processes is beneficial.
• Proficient in coordinating onboarding processes for new crew members.

Responsibilities

• Manage freelance crew contracts ensuring compliance with regulatory requirements.
• Coordinate onboarding for new crew members and maintain accurate crew records.
• Provide administrative support and reporting for management review.

Skills

Strong organizational skills

Attention to detail

Excellent communication

Stakeholder management

Analytical skills

Education

Diploma or Degree in Business Administration or Aviation Management

Tools

MS Office

Training management systems

Job description

Jet Aviation (Asia Pacific) Pte Ltd – Seletar. The Crew Coordinator (Freelance Contracts & Administration) is responsible for managing freelance crew contracts, supporting onboarding processes, and performing general administrative tasks to ensure smooth operations.

Position Summary

The Crew Coordinator (Freelance Contracts & Administration) is responsible for managing freelance crew contracts, supporting onboarding processes, and performing general administrative tasks to ensure smooth operations. This role requires strong organizational skills, attention to detail, and the ability to coordinate across multiple stakeholders.

This role requires a high level of professionalism, attention to detail, and the ability to work collaboratively across teams. Occasional weekend support may be required.

Main Responsibilities

• Freelance Contract Management
  • Prepare, review, and process freelance crew contracts in line with company standards.
  • Ensure all freelance agreements comply with legal and regulatory requirements.
  • Liaise with freelance crew to confirm availability, rates, and deliverables.
  • Maintain accurate records of contract terms, validity, and renewals.
  • Liaise with internal departments and freelance crew to ensure timely execution and documentation.
  • Collect and verify freelance crew documentation (licenses, medicals, visas).
  • Process invoices and reconcile payments against approved contracts.
  • Maintain accurate records in digital systems for audits and compliance.
  • Prepare monthly reports on freelance engagement, costs, and performance metrics.
  • Coordinate with relevant departments to ensure smooth integration of freelance crew into operational schedules.
• Onboarding Support
  • Coordinate onboarding for new full-time crew members, including:
  • Collecting and verifying required documents (licenses, medicals, visas, training certificates).
  • Setting up crew profiles and scheduling initial training and induction sessions.
  • Ensure compliance with regulatory and company standards during onboarding.
  • Act as the primary point of contact for new hires during their onboarding process.
• General Administration
  • Maintain and update crew records, shared drive information, and administrative databases.
  • Prepare reports and documentation for management review.
  • Track crew qualifications, training, and currency requirements.
  • Provide administrative support tasks as required.
• Backup & Support
  • Act as backup for other coordination functions when needed, ensuring continuity of operations.
  • Perform other duties or ad hoc projects as assigned by superior or management.
• Represent Jet Aviation as one company internally and externally with industry groups, regulatory bodies and the General Dynamics network.

Minimum Requirements

• Diploma or Degree in Business Administration, Aviation Management or related field will be an advantage.
• Minimum 2 years in administrative support, contract management, or crew coordination.
• Familiarity with aviation operations and freelance workforce processes is an advantage.
• Proficiency in MS Office and training management systems.
• Able to work for ad hoc tasks in non-office hours and public holidays.

Desired Characteristics

• Strong organizational and time-management skills.
• Excellent communication and stakeholder management abilities.
• Detail-oriented and compliance-focused.
• Ability to manage multiple priorities under tight deadlines.
• Proactive, self-motivated and results-oriented.
• Ability to handle confidential information with discretion.
• Strong analytical skill, work under pressure and able to manage change.
• Alignment with Jet Aviation values: Trust, Honesty, Alignment, Transparency.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The employee must be able to work in both a heavy maintenance environment and in upscale customer areas. The noise level in the work environment is usually moderate with occasional high volume when aircrafts arrive/depart. The employee is frequently exposed to vibration. Occasional fuel fumes may permeate the workplace. Employee must be willing and able to work in all types of weather conditions. The noise level in the work environment is usually loud. The Hangar environment may be extreme hot and cold during certain seasons of the year.