Business Administrator, MRO

Pilatus Aircraft USA Ltd; Florida; On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

11 paid holidays

Vacation time

Sick/personal time

Medical/dental/vision benefits

HSA contributions

401(k) matching

Life and disability insurance

Tuition assistance

Job summary

Pilatus Aircraft USA Ltd. in Sarasota, FL seeks a Business Administrator to support MRO operations, coordinating customer data, estimates, billing, warranty docs, and maintenance records.

You will process work orders, invoices, warranty claims, and customer requests while promoting efficient shop operations and top-tier service. The role requires 2–4 years in admin/billing, strong organization, and proficiency in Microsoft Office; aviation knowledge is preferred.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 2-4 years in administrative, billing, customer service or business support.
• Experience in aviation maintenance or service environment preferred.
• Experience preparing estimates and processing invoices.
• Experience with warranty administration or claims preferred.
• General aviation knowledge preferred.
• Proficient with Microsoft Office applications (Outlook, Word, Excel, Teams).
• Experience with maintenance management, ERP, or customer databases; Splendid/Quantum preferred.

Responsibilities

• Maintain aircraft, customer, and maintenance records in company databases.
• Prepare customer estimates and quotations; track approvals and deposits.
• Process and close work orders; verify charges before invoicing.
• Prepare, review, and distribute invoices; process payments and collections.
• Verify warranty eligibility and coordinate warranty documentation and billing.
• Maintain maintenance schedules, warranty records, and tracking reports.
• Support month-end close; assist with budget and financial reporting.
• Coordinate technician training and travel arrangements.
• Serve as primary contact for scheduling, billing inquiries, and admin requests.
• Provide administrative support to Maintenance Support team.

Skills

Strong organizational skills

Excellent written and verbal skills

Customer-focused communication

Education

Associate degree in Business Administration, Accounting, Aviation Management, or related field

Tools

Microsoft Office

Splendid

Quantum

ERP systems

Job description

Description

Take-off with Pilatus! If you would like to be part of an outstanding team of aviation enthusiasts, we invite you to explore our job opportunity in Sarasota, FL. The Business Administrator provides administrative support to Maintenance Repair & Overhaul (MRO) operations by coordinating customer information, estimates, billing, warranty documentation, technician training, and maintenance records. Additionally, the role ensures the timely and accurate processing of work orders, invoices, warranty claims, and customer requests while supporting efficient shop operations and a high level of customer service.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintain aircraft, customer, and maintenance records in company databases, ensuring information is accurate and current.
• Prepare customer estimates and quotations, including labor, parts, and services; track estimate approvals, deposits, and customer authorizations.
• Process and close work orders, verifying labor, parts, fuel, travel, and other billable charges for accuracy before invoicing.
• Prepare, review, and distribute customer invoices; process payments and support collection activities as required.
• Verify aircraft warranty eligibility and coordinate warranty documentation, claims, supporting records, and vendor billing with the Warranty Specialist.
• Maintain maintenance schedules, warranty records, technical documentation, and tracking reports to support operational and financial requirements.
• Support month-end close activities by reviewing open work orders, verifying documentation, and assisting with budget and financial reporting.
• Coordinate technician training, including scheduling courses and arranging travel accommodations such as flights, hotels, and rental vehicles.
• Serve as a primary point of contact for customers regarding scheduling, billing inquiries, estimates, payments, and administrative requests.
• Provide administrative support to the Maintenance Support team and perform other duties as assigned.

Requirements

• High school diploma or GED required; associate degree in Business Administration, Accounting, Aviation Management, or a related field preferred.
• 2-4 years of administrative, billing, customer service, or business support experience; experience in an aviation maintenance or service environment preferred.
• Experience preparing estimates, processing invoices, reconciling work orders, and supporting billing activities.
• Experience supporting warranty administration or claims processing preferred.
• General aviation knowledge preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience working with maintenance management, ERP, or customer database systems; experience with Splendid and Quantum preferred.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong attention to detail and commitment to accuracy when maintaining records, preparing documentation, and processing financial transactions.
• Excellent written and verbal communication skills with a customer-focused approach.
• Ability to work independently, collaborate across departments, and maintain confidentiality when handling customer and company information.

What We Offer

• 11 paid holidays a year, plus 15 days of paid vacation time, and 6 days of paid sick/personal time to start with an increase to 20 days of paid vacation time after 5 years with Pilatus
• 90% of medical, dental, and vision premiums paid for single coverage and 80% for family coverage, averaging $9,600 annually
• Monthly health savings account (HSA) contributions totaling $2,250 for single coverage and $3,000 for family coverage annually
• 401(k) retirement plan matching up to 6%
• Life and long-term disability insurance premiums paid in full
• Tuition assistance available annually after the first year

The pay range is $30 - $36 per hour. This range represents Pilatus Aircraft USA Ltd.'s estimate of the compensation reasonably expected for this position at the time of posting. Actual compensation will be determined based on factors including relevant skills and experience, education, job location, internal equity, market data, and business considerations. The hiring range may be modified in the future based on business or market conditions. Any bonus, incentive compensation, benefits, or other forms of compensation are subject to the terms and conditions of the applicable plans, programs, and policies and may be modified in accordance with applicable law.

With over 3,000 employees and about 200 apprentices at its headquarters in Stans, Switzerland, completion center in Broomfield, Colorado, and multiple service centers across Westminster, MD, Rock Hill, SC, Chamblee, GA and Sarasota, FL, the Pilatus family unites people from over 40 countries. We offer a secure, innovative, international, and sustainable work environment. Courage, vision, and outstanding performance have made us a strong company. Our culture is shaped by a high level of quality awareness, close customer relationships, and a high degree of employee commitment.

Pilatus Aircraft USA Ltd. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.