Operations Administrator

Talon Air; East Farmingdale (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Talon Air, LLC is seeking an Operations Administrator to join our Flight Operations team. This role supports the day‑to‑day movement of private flight operations by maintaining records, managing onboarding, and ensuring regulatory compliance.

The ideal candidate is organized, detail‑oriented, proactive, and comfortable learning new systems. Aviation experience helps but isn't required; candidates who ask questions and take ownership will thrive.

Qualifications

• Maintain pilot and cabin crew records to support FAA compliance.
• Assist with crew onboarding and related compliance processes.
• Audit training records and ensure data is current and properly filed.
• Coordinate with multiple departments to ensure smooth operations.

Responsibilities

• Maintain accurate pilot and cabin crew records and training documents.
• Support regulatory compliance processes (FAA PRD, DOT, TSA).
• Audit crew training records and ensure data is current.
• Escalate discrepancies to Flight Operations leadership.
• Track qualifications, medicals, and renewals; notify crews.
• Review records for accuracy and follow up on missing data.
• Audit Check Airmen records and maintain crew profiles.
• Coordinate with pilots, Training, Scheduling, HR, Safety, and other departments.
• Conduct routine audits and support regulatory inspections.
• Coordinate crew airport badge renewals and security credentials.
• Order basic Flight Operations supplies.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Microsoft Office proficiency

Confidential information handling

Team collaboration

Tools

Microsoft Office

Job description

Are you interested in aviation and curious about what happens behind the scenes to keep a flight operation moving? Join us!

Talon Air, LLC is seeking a motivated and detail-oriented Operations Administrator to join our Flight Operations team. This is an excellent opportunity for someone looking to begin or continue growing a career in aviation while gaining hands‑on exposure to the day‑to‑day operations behind private aviation.

Our Flight Operations department is at the heart of the company, supporting the people, records, and processes that help keep our aircraft and crews moving safely and efficiently.

The ideal candidate is organized, dependable, eager to learn, and willing to take initiative. Previous aviation experience is helpful but not required. We're looking for someone who isn't afraid to ask questions, learn new systems and procedures, take ownership of their work, and grow with the team.

If you've ever looked out at an aircraft and wondered what it takes behind the scenes to make it all happen, this could be your opportunity to find out.

Essential Duties & Responsibilities

• Maintain accurate pilot and cabin crew records, including flight crew training documentation, to support compliance with applicable FAA regulations and assist with crew onboarding.
• Support FAA PRD, DOT, TSA, fingerprinting, and other compliance‑related processes.
• Audits periodically crew training records to ensure all required documentation and data is in the appropriate training folder and has been uploaded into the PRD and is current.
• Escalate discrepancies or potential compliance concerns to appropriate Flight Operations leadership.
• rack pilot qualifications, medicals, training, passports, visas, and other required document expirations, and proactively notify flight crewmembers of upcoming renewal requirements.
• Review records for accuracy and follow up on missing or incomplete documentation.
• Responsible for the audit and entry of all Check Airmen records.
• Maintain crew profiles, spreadsheets, reports, and department trackers.
• Coordinate with pilots, Training, Scheduling, HR, Safety, and other departments.
• Conduct routine audits and quality checks to ensure documentation accuracy and compliance, while supporting regulatory inspections, and special projects as assigned.
• Coordinate crew airport badging, renewals, and required security credentials.
• Take initiative to identify outstanding items and follow tasks through to completion.
• Monitor and order basic office and Flight Operations supplies as needed.

Skills & Competencies

• Strong attention to detail and organizational skills
• Self‑motivated with a willingness to learn and take initiative
• Strong communication and follow‑up skills
• Ability to manage multiple priorities and deadlines
• Comfortable with Microsoft Office and learning new systems
• Ability to handle confidential information professionally
• Team‑ oriented, dependent, & adapt….