Administrative Dispatcher

Certified Aviation Services; Los Angeles (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Certified Aviation Services in Los Angeles, CA seeks an Aircraft Maintenance Dispatcher to manage communications, flight schedules, work orders, and payroll accuracy. Responsibilities include monitoring email and phone, coordinating staffing, updating maintenance systems, and ensuring tool & inventory control.

Ideal candidates bring strong Microsoft Office skills, call/email handling experience, and solid organizational abilities to support safe, compliant operations.

Qualifications

• Proficient with Microsoft Word, Excel, Project, Access and PowerPoint.
• Excellent communication skills, both verbal and written.
• Experience in call and email handling.
• Strong project management and organizational skills.
• Attention to detail and ability to multi-task.

Responsibilities

• Monitor and respond to three email accounts (LAX MX, Dispatch, CAS).
• Coordinate communications across departments and maintain handover notes.
• Oversee flight schedules, verify personnel arrivals, and coordinate coverage.
• Manage work orders, ensure current-day status, and update systems.
• Verify clock-in/out, payroll records, and apply meal penalties if needed.
• Track tools, keys, iPads, and maintain inventory integrity.
• Assist with training documentation, service bulletins, and audits.

Tools

Microsoft Word

Microsoft Excel

Microsoft Project

Microsoft Access

PowerPoint

Job description

Job Location: Los Angeles, CA 90045, Salary Range: $25.00 - $30.00 Hourly, Aircraft Maintenance Dispatcher

Roles & Responsibilities

1. Communication & Coordination

• Monitor and respond to all three email accounts: LAX MX, Dispatch, and personal CAS email.
• Ensure all inquiries are answered using the Dispatch email when appropriate.
• When answering the Duty phone state “Good Morning/Afternoon/Evening This is your name with Certified Aviation at LAX how may I help you Sir/Maam”
• Maintain professional, cooperative communication with all departments and personnel.
• Leave clear shift-handover notes for the next Dispatcher, including any unresolved items.

2. Flight & Personnel Oversight

• Monitor all scheduled flights during your shift.
• Verify that assigned personnel have arrived for each flight.
• If a technician has not reported, notify them via text at least 30 minutes prior to aircraft arrival or at the start of the shift.
• Maintain awareness of manpower shortages, absences, or delays and coordinate coverage as needed.
• Implement and coordinate emergency procedures when operational issues arise.

3. Work Order (WO) Management

• Ensure only current-day work orders remain open on iPads.
• Identify and address exception work orders in Job view.
• Confirm that all work orders are properly completed and closed.
• Highlight all completed flights for the current shift and verify any missed highlights from the previous day.
• Enter progress updates or schedule changes into the maintenance system.
• Ensure training work orders are properly tracked and updated in the Training SharePoint.
• Monitor that employees do not exceed approved training hours and that completion percentages align with hours charged.

4. Timekeeping & Payroll Accuracy

• Verify clock-in / clock-out punches for all employees on shift.
• Review prior days for missing punches, lunch punches, or notes.
• Ensure meal penalties and waivers are properly applied and filed by date.
• Maintain accurate documentation for payroll and compliance.

5. Equipment, Tools & Inventory Control

• Monitor and track vehicle keys, headsets, iPads, and ensure all are returned.
• Maintain and oversee the locked tool cabinet:
• Log tools checked out and returned
• Ensure accountability for all tools
• Review tools, expendables, and equipment inventory to confirm adequate stock levels.

6. Training & Compliance Support

• Assist with maintenance training requirements, including:
• Read & Sign documents
• Ideagen entries
• Customer training
• Service Bulletins
• Maintain required documentation, including CAS-021 forms.
• Ensure training records remain accurate and audit ready.

7. Reporting & Logs

• Complete and update:
• On-Call Log
• Call-Off Log
• Verify night-shift emails for completeness (including ACA tallies).
• Document any incomplete tasks and formally hand it over to the next Dispatcher.

Dispatcher Key Objective

Ensure safe, compliant, and efficient maintenance operations through accurate communication, proactive coordination, and disciplined oversight of people, paperwork, and equipment.

Qualifications

• Thorough knowledge and advanced experience with Microsoft Word, Excel, Project, Access and PowerPoint
• Excellent Communication Skills both verbal and written. Knowledge of and basic ability to speak the English language, spelling, punctuation, and sentence structure are essential.
• Experience in call and email handling.
• Strong project management and organizational skills. Attention to detail. Self-starter. Ability to multi-task and prioritize.
• Strong work ethic and positive attitude. Has Initiative. Is creative, flexible, enthusiastic and innovative team player
• Effective time management. Ability to work independently, and follow through to completion in a timely and efficient manner
• Energetic and Tenacious attitude
• Strong interpersonal skills