Technical Records Administrator

                                                                                                         

Essential Job Functions 

• Answer incoming phone calls as well as making phone calls to operators/ internal employees.
• Maintain and respond to your personal & department shared emails from both email boxes within 48 hours.
• Cross train on various functions within the department to assist coworkers and identify process improvement opportunities to management. 
• Complete records request and send them out through email or approved courier.
• Run reservation reports for all upcoming training events to build client/instructor training folders and ensuring proper documentation is prepared and ready for the instructors prior to the training start date.
• Complete and send in weekly reports for all published and pending client training records.
• Generate monthly program timeliness reports and respective KPI’s if applicable using the weekly report information.
• Upload TCA’s that have been received by internal employees or clients for Part 135 and foreign clients in the appropriate reservations in STARS.
• Provide administrative and operational support to instructors, including assistance with grading, addressing error messages, notarial services, and directing inquiries to the appropriate department or individual.
• Offer immediate assistance for late course additions by ensuring the timely creation of folders and proper documentation.
• Assist training managers with urgent matters that require prompt attention or action.
• Thoroughly Review, Audit and Publish training records on the To Publish and Past Due Dashboards for Dallas, CATS Dallas and Phenom locations.
• Maintain clear and effective communication with the Fleet Planners, Account Executives, Training Manager, Instructors and sometimes Records Admins from other location to make sure the client and instructor training records are completed correctly in a timely manner.
• Assist and attend all national authority audits as the SME for the Records Department.
• Discuss and attend meetings involving but not limited to training forms and system updates.
• Conduct meetings with training managers to assist them with any questions or issues they are having with the systems or training records.
• Conduct one on one meetings with instructors that are struggling with the system and submitting the grades correctly in a timely manner.
• Ensure all company specific training documents are available to instructors and training managers if needed.
• Participate in Learning Center Safety Management Systems (Online Training Courses): supporting and promoting the safety culture, new department trainings, and updates in our CAE Systems.
• Providing and supplying all the EASA and EASA like countries with their appropriate paperwork before training starts.
• Processing and providing all non-FAA related training records and paperwork to the appropriate national authority.
• Assist and complete any additional duties as required.

Experience & Education Required:

• High School Diploma (or equivalent)
• Associates or Bachelor’s degree in Aviation Science or Administration preferred.
• 2-3 years of experience in Corporate Aviation strongly desired
• 1-3 years of relevant experience in airlines record-keeping, FBO operations, and planning

Knowledge, Skills, and Abilities:

• Excellent phone & customer service
• Ability to maintain strong customer orientation under adverse circumstances.
• Organized and a team player with the ability to maintain composure under pressure.
• Ability to concentrate and work in a fast-paced environment.
• Punctual, professional, outgoing personality
• Ability to multi-task, detail-oriented, self-motivator who can complete tasks with minimal supervision.
• Able to Work overtime, weekend, and evening hours if necessary.
• Must be able to sit for long periods of time and requires frequent lifting of up to 20 lbs.
• Must be able to file and adapt quickly and work well within a new environment.
• Strong knowledge & experience using Microsoft Windows, Word, and Excel     and Internet Explorer programs.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Below is a nonexclusive list and may be updated at any time. 

 

·       Occasionally ascends or descends ladders, stairs, scaffolding, ramps, and poles.

·       Occasionally moves in different positions in tight or confined spaces.

·       Constantly remains in a stationary position, standing or sitting.

·       Occasionally moves about to accomplish tasks or travel.

·       Occasionally adjusts or moves objects up to 20 pounds.

·       Constantly performs repeating motions involving wrists, hands, and fingers.

Qualifications Preferred:

• Proficient in WebReg Registration system and FAA certifications
• Knowledge of Aviation, aviation training, and aviation regulations.

Location

The primary work location for this position is at the Dallas Training Facility in DFW, TX

Position Type:

Non-Exempt, Hourly

Salary & Benefits:

This position offers a competitive salary and comprehensive benefits package including medical, dental, vision, 401k, stock purchase plan, and paid time off.

CAE is an Equal Opportunity Employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, veteran status, or any other protected factor.

E-Verify

As a Federal Contractor, CAE is required to participate in the E-Verify Program to confirm eligibility to work in the United States. If you’d like more information about your EEO rights as an applicant under the law, please click here EEO is the Law poster.

About CAE

At CAE, our mission is clear: to help make the world a safer place. For nearly 80 years, we’ve driven innovation in simulation, training, and mission readiness to support critical operations worldwide. By leveraging advanced technologies, we empower our customers to operate smarter, faster, and more sustainably. Join a purpose-driven organization where bold ideas are encouraged, collaboration drives progress, and your growth fuels our shared success.

       

Position Type                      

Regular

Equal Opportunity Employer

CAE is an equal opportunity employer committed to providing equal employment opportunities to all applicants and employees without regard to race, color, national origin, age, religion, sex, disability status, protected veteran status, or any other  characteristic protected by federal, state or local laws. At CAE, everyone is welcome to contribute to our success. Applicants needing reasonable accommodations should contact their recruiter at any point in the recruitment process. If you need assistance to submit your application because of incompatible assistive technology or a disability, please contact us at CAECarrieres-Careers@cae.com.

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