Med-Trans Aviation Records Specialist - Located in Denton, TX

Location: Denton, TX

Education: High School Diploma

Overview

The Aviation Records Specialist is primarily responsible for creating and maintaining records for Flight Coordinators and Operations Control Center Specialists in accordance with company procedures and FAA requirements. This team member will also be involved in other administrative duties related to Part 135 flight operations.

Responsibilities

• Create necessary records for newly hired Flight Coordinators and OCC members in accordance with Part 135 regulations.
• Maintain records for current personnel in accordance with Part 135 regulations.
• Communicate with the Aviation Records Manager, Director of Operations, Chief Pilot, and Sr. Aviation Training Manager.
• Communicate regularly with Flight/Safety Instructors, Regional Aviation Managers, Regional Medical Managers, Base Aviation Managers and Base Medical Managers (including Customer Leadership).
• Interact with pilots and other company personnel for gathering data, disseminating information, resolving Flight Log issues, and processing/records‑keeping issues.
• Ensure that initial and recurrent training records are posted, filed, and maintained appropriately.
• Audit records monthly to ensure all credentials are up to date and confirm flight currency.
• Enter recurrent training into the Pilot Records Database as needed.
• Maintain organized paper records for backup at the PBO for FAA review.
• Update records on SharePoint, shared (Z) Drive, and backup external hard drive to mirror printed records at the PBO.
• Answer and assist with all calls and questions that come through the main PBO line.
• Make appropriate notifications to the Aviation Records Manager, Director of Operations, Chief Pilot, or Training Manager regarding internal and external reportable events.
• Demonstrate working knowledge of the Operations Manual, Operations Specifications, Policies and Procedures, and applicable Federal Aviation Regulations pertaining to Part 135 operations administration.
• Maintain current reference material as required.
• Regularly review records in both printed and electronic format to ensure accuracy, compliance, and to help develop systems to enhance timeliness and minimize errors.
• Perform other duties as assigned.
• Provide mandatory overtime one week each month for Operational Control Form processing and on‑call for pilot administrative assistance (average total 7–10 hours of OT during this coverage).

Requirements

• Preferred experience with generating and maintaining a high volume of records and ability to gain comprehensive knowledge of the General Operations Manual, Training Manual, and FAA regulations.
• Ability to maintain composure under pressure, work effectively and accurately with frequent interruptions, and set and reset multiple priorities.
• Professional, effective, and persuasive oral and written communication at all organizational levels.
• Ability to sit, stand, or squat for extended periods.
• Maintain a professional image at all times.
• Ability to work within a strong team environment.
• Excellent public relations, interpersonal, and customer service skills.
• Excellent computer skills, including Microsoft Office Suite and various other computer‑based software programs.
• Extensive attention to detail; data is vital to the company’s ability to perform duties while adhering to FAA requirements.

Compensation

$27.37 per hour ($56,929.60 annually)

Reporting Relationship

Reports directly to the Aviation Records Manager.