Job Description

1. Overview and Objectives of the Position:

The ATP/CTP Administrator provides critical administrative and operational support to ensure the seamless delivery of the ATP Certification Training Program (ATP/CTP). This role is responsible for managing course bookings, coordinating simulator and classroom resources, handling candidate payments, scheduling FAA knowledge exams, and liaising with multiple internal departments to maintain regulatory compliance and exceptional customer service.

This position plays a key role in supporting high volumes of students and ensuring that program logistics are managed efficiently, professionally, and in accordance with FAA Part 142 requirements.

1. Key Relationships:

• CEO & Executive Leadership Team
• US Commercial Director
• Head of Training
• Chief Flight Instructor
• Head of Operations
• Head of Human Resources
• Head of Finance
• Safety Manager

1. Key Responsibilities and Accountabilities:

Program Coordination & Scheduling

• Manage and maintain the ATP/CTP course schedule, ensuring all sessions are planned, resourced, and communicated in advance.
• Coordinate with Simulator Scheduling to confirm simulator availability, allocate session times, and minimize schedule disruptions.
• Oversee and manage classroom and facilities bookings for ground school sessions.
• Schedule and confirm FAA Knowledge Exams for candidates, ensuring proper candidate documentation and regulatory requirements are met.
• Track student progress through the Training Record Book (TRB) process, ensuring records are accurate, complete, and submitted to regulatory authorities on time.

Financial Administration

• Manage the collection and reconciliation of course payments in accordance with company finance policies.
• Issue invoices, track payments, and follow up on outstanding balances.
• Work closely with the Finance Department to ensure accurate and timely financial reporting for ATP/CTP activities.

Regulatory & Records Management

• Maintain up-to-date and accurate training records, student files, and regulatory documentation to ensure audit readiness.
• Coordinate with the Compliance Department to ensure all activities meet FAA Part 142 standards.
• Assist in preparing documentation and reports required for internal and external audits or inspections.

Liaison & Communication

• Serve as the primary administrative point of contact for ATP/CTP students, instructors, and external stakeholders.
• Liaise with internal departments such as Scheduling, Finance, Maintenance, Safety, and Admissions to coordinate operational needs.
• Provide timely and professional communication to students regarding schedules, payment deadlines, exam information, and program updates.
• Support instructors and examiners with administrative needs to enable smooth program delivery.

Operational Support

• Monitor daily operations of the ATP/CTP program to proactively identify and resolve scheduling or administrative issues.
• Support program improvement initiatives, including processing documentation and data analysis to enhance efficiency and student experience.
• Maintain confidentiality and handle sensitive student and financial information in line with company policy and regulatory standards.

Qualifications

1. Qualifications, Experience and Personal Qualities:

Qualifications & Experience:

• Associate degree or equivalent combination of education and experience in aviation, business administration, or related field required; Bachelor’s degree preferred.
• 2+ years of administrative experience, preferably within an FAA Part 141 or Part 142 aviation training environment.
• Strong understanding of aviation training operations, including simulator scheduling, FAA exam processes, and training records management.
• Experience with student information systems, scheduling software, or simulator management tools (e.g., FlightLogger, Flight Schedule Pro, AeroPlanned, ATP management platforms).
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).

Skills & Competencies:

• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced, high-volume environment.
• Strong written and verbal communication skills.
• Professional demeanor and customer service orientation.
• Proven ability to work collaboratively across departments and with external stakeholders.
• Sound judgment, discretion, and ability to handle confidential information appropriately.

Preferred:

• Prior experience with ATP/CTP programs or other advanced flight training courses.
• Familiarity with FAA Part 142 regulatory requirements.
• Experience handling payments and reconciling accounts in a training or academic setting.

Other Requirements:

• Legally eligible to work in the United States without restrictions.

Additional Information

Must be able to present authorization to work in the United States.

Benefits:

• Full Time, Monday-Friday
• Salary Range: 75,000 annually
• Health Insurance (medical, dental and vision)
• 401k Investment
• PTO - 18 days, plus 5-Sick Days
• Holidays - 9 days

This is an opportunity not to be missed. If you want to take your career to heights you never thought possible, then we want to meet you.

All your information will be kept confidential according to EEO guidelines.