AAC Admin Mgr Flt Ops I

Aloha Air Cargo; Honolulu (HI); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Comprehensive insurance programs

401(k) match with zero vesting

Fitness and transportation reimbursements

Job summary

Aloha Air Cargo in Honolulu is seeking an Administrative Manager to oversee and coordinate the Flight Operations Department. Responsibilities include managing administrative functions, flight crew scheduling, and ensuring compliance with relevant regulations.

The ideal candidate will hold a Bachelor’s degree and have 5+ years of aviation experience. A competitive salary starting at $75,000 is offered, along with comprehensive benefits including medical, dental, and a 401(k) match.

Qualifications

• 5 years of progressively responsible experience in the airline industry.
• 3 years of supervisor or leadership experience preferred.
• Experience in a regulated and unionized environment preferred.
• Experience with Payroll, accounts payable and accounting skills.

Responsibilities

• Oversee administrative functions within the Flight Operations department.
• Manage flight crew management team including crew planning and scheduling.
• Ensure compliance with FAA flight, duty, and rest requirements.
• Oversee onboarding process for new hires.
• Audit vacation accrual balances and prepare vacation bid packages.

Skills

Microsoft Office proficiency

Office Administration

Interpersonal skills

Communication skills

Education

Bachelor's degree in aviation management, business, operations, or related field

Job description

Position Description

Reporting to the Director of Flight Operations, the Administrative Manager is responsible for managing and coordinating the administrative functions of the Flight Operations Department. This role supports the development, implementation, and administration of departmental policies, procedures, and operational initiatives to ensure efficient and compliant flight operations.

Essential Duties & Responsibilities

• Manages and oversees administrative functions within the Flight Operations (FO) department
  • Assists in the development, implementation, and administration of policies, procedures, and programs.
  • Serves as the primary flight operations liaison with Employee Services, including payroll, worker’s compensation, military leave, personal leave, vacation/sick leave accruals, and Flight Operations employees in and out processing.
  • Oversees FO staffing payroll matters on UKG for Director of FO (Pay for Staff – SME on UKG, correction to Timecards, etc.).
  • Manages office operations to ensure staff is provided sufficient equipment and supplies to operate efficiently and appropriately in their positions.
  • Oversees procurement and inventory management of supplies for FO (pilot logs, ACM Forms, uniform items, etc.).
• Cargo schedule building
  • Work with Schedule Optimization and Cargo Admin to develop schedules considering monthly schedule changes to build lines for bidding.
  • Work with DO for approvals on monthly flight schedule.
  • Manage the distribution of Monthly Flight Schedule to all in Company.
• Flight Crew Management Team oversight
  • Provide leadership and oversight to the flight crew management team including crew planning, crew scheduling, and payroll functions.
  • Oversee the building of scheduled lines for interisland and ACMI according to cargo schedule.
  • Ensure accurate calculations of PCH’s/MPG’s.
  • Assist in the preparation of bidding process for the month.
  • Direct and administer the monthly pilot bidding process.
  • Ensure efficient utilization of flight crews while maintaining compliance with FAA flight, duty, and rest requirements; collective bargaining agreement provisions and company scheduling policies.
  • Monitor and incorporate crew availability, training requirements, leaves of absence, and vacation schedules into crew planning activities.
  • Oversee pilot vacation and sick leave administration.
  • Ensure timely award and publication of monthly bid schedules and open-time assignments.
  • Maintain operational schedule reliability and staffing continuity.
  • Ensure accuracy and integrity of crew scheduling records and payroll data.
  • Conduct regular audits of crew scheduling and payroll processes to ensure compliance and accuracy.
• Scheduling day of operations
  • Ensure schedule is as stated on master schedule considering any changes due to sick, cancellations, etc.
  • Supervises daily scheduling of flight deck crew members in concert with AOCC Management and Dispatcher(s) to ensure adequate pilot staffing and compliance with FAA flight/duty/rest regulations.
  • Oversee and assist with all crew scheduling functions.
• Serves as a lead to employees within the Flight Operations department
  • Union Correspondence
    • FO representative between the Company and the Pilot Union.
    • Oversee the Grievance Resolution & Tracking Process.
    • Assist with labor related issues (LOA, MLOA, Longevity, Pay changes, Pilot Separation, Union Leave, etc.).
    • Union Contract Related Project assistance.
  • New Hires
    • Oversee onboarding process for new hires, individual folders for admin and training, input information into training database, flight ops database for pilots.
    • Assist with PowerPoint presentation to new hires regarding FO department.
    • Once ISIM completed, schedule IOE/OE – track pilots’ hours to make sure pilots have completed their 100 hours of OE – keep check airmen, training manager, etc. of informed status.
    • Upgrading Pilots:
      • Once USIM completed, schedule UOE/OE – work with FAA to schedule observation and with check airmen to schedule initial line check for qualification – track pilots hours to ensure they have completed 100 hours of OE – keep check airmen, training manager, etc. of informed status.
      • Process PCN’s for upgrade pay and make sure input into UltiPro.
      • Ensure pilots have captain Epaulets.
    • Crew Members
      • Ensure pilot qualifications, certifications, and currency requirements remain current.
      • Oversee pilot access to operational supplies and equipment.
      • Direct daily pilot scheduling activities.
      • Administer monthly and annual pilot vacation bidding processes.
      • Audit vacation accrual balances and prepare vacation bid packages.
      • Manage vacation awards and distribution in accordance with contractual requirements.
• Accounting / Payables
  • Oversee pilot payroll and administration and compensation accuracy (calculates flight logs, inputs information into payroll workbook, prepares for midmonth and month end true up pay, works with payroll to ensure payroll is correct for final run, ensures all pay rates for pilots correct according to pay scale, track and prepare PCN’s for monthly step increases, distributes payroll sheets to all pilots upon payment of true up on 7th of each month, administers annual rate increases for D's of Contract, reconciles and approves invoices, docusigns, etc. for payment by AP, for invoices over approval limit, notifies D of reconciliation).
  • Assists with budgeting (works with Director regarding cost center and job code appropriations, planning for crew staffing).
• Performs other duties as assigned by the Director.

Minimum Qualifications

• Bachelor’s degree in aviation management, business, operations, or related field, or equivalent combination of education and relevant aviation experience.
• Microsoft Office proficiency required (Word, Access, & Excel).
• Basic Office Administration proficiency required.
• Must be able to pass a pre-employment drug test, 5-year background check, 10-year criminal history check and security threat assessment.
• 5 years of progressively responsible experience in the airline industry.
• 3 years of supervisor or leadership experience preferred.
• Experience in a regulated and unionized environment preferred.
• Experience with Payroll, accounts payable and accounting skills are preferred.

Other Requirements

• Must be able to work in a fast-paced and occasionally high‑stress environment.
• Must possess excellent interpersonal, verbal, and written communication skills.
• Must be self‑motivated to complete tasks on time and individually.
• Must be able to work effectively with small groups in department and across departments.

Compensation

This position has a starting salary range of $75,000 to $85,000 per year.

Benefits

• Comprehensive insurance programs including medical, dental, and vision.
• Company-provided benefits such as life insurance, short and long-term disability, and an employee assistance program.
• Competitive 401(k) match program with zero vesting period.
• Annual bonus and salary review programs.
• Competitive paid time off, personal days, and federal holidays.
• Reimbursement benefits for fitness, transportation, and tuition up to $5,250 annually.
• Other employee benefits and appreciation events throughout the year.

Note: Aloha Air Cargo reserves the right to alter the content of this job description, after consultation to reflect changes to the job or services provided, without altering the general character or level of responsibility. The duties described in this job description must be carried out in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users and are consistent with Aloha Air Cargo’s Equal Opportunities Policy. Aloha Air Cargo is an Equal Opportunity Employer Male/Female/Veterans/Disabled.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.