Operations Administrator

All Aviation Jobs; Village of Farmingdale (NY); On-site; USD 45,000 - 70,000; Full time

Job summary

Talon Air, LLC is seeking a motivated and detail-oriented Operations Administrator to join our Flight Operations team, providing hands-on exposure to day-to-day private aviation operations.

The ideal candidate is organized, eager to learn, and capable of handling sensitive information while coordinating across multiple departments to ensure smooth flight operations and regulatory compliance.

Responsibilities

• Maintain pilot and cabin crew records for FAA compliance.
• Support FAA PRD, DOT, TSA, fingerprinting processes.
• Audit crew training records for accuracy and currency.
• Coordinate with pilots, Training, Scheduling, HR, Safety, and other departments.
• Monitor and order flight operations supplies.
• Escalate discrepancies to Flight Operations leadership.

Skills

Detail-oriented

Aviation operations

Recordkeeping

FAA compliance

Interdepartmental coordination

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 DutiesResponsibilities

• 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.

SkillsCompetencies

• 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, dependable, and adaptable