Pilot Training Records Administrator

Job Summary:

The Pilot Training Records Administrator is responsible for supporting regulatory compliance and training administration within the Flight Department. This position ensures the accuracy, integrity, and timely maintenance of pilot training and qualification records in accordance with company policies and applicable regulatory requirements. The role supports the Training Operations Supervisor by monitoring training compliance, generating periodic reports, assisting with pilot training scheduling, and coordinating administrative aspects of day-to-day training operations to ensure all flight crew qualifications remain current and compliant.

Qualifications and Requirements:

• Minimum: Completion of Grade 12 (High school diploma)
• Experience in training administration, records management, aviation operations, or a related field.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office applications and database or training management systems
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Knowledge of Canadian Aviation Regulations (CARs), pilot licensing, and training requirements is considered an asset.
• Excellent written and verbal communication skills.

• Must be able to obtain and maintain applicable transportation Security clearances
• Legally eligible to work in Canada

• Current Criminal Record Check
• Indigenous Awareness and/or Cultural Diversity training considered an asset

Responsibilities and Accountabilities:

• Periodically audits flight crew training records and qualification status in Pelesys system to ensure all required documentation and data is in the appropriate training folder and is current
• Notifies Crew Scheduling, Chief Pilots, and Training Operations Supervisor when Flight Crew qualification reports show expired personnel, and communicate they are to be removed from flight duty
• Track upcoming expiries for licenses, medicals, PPCs, recurrent training, and other required qualifications
• Review submitted ground and Flight Training documentation, action any necessary corrections of submitted documentation through the responsible training provider when needed and submit QC’d training documentation to PAL Training Admin team for upload to the Pelesys system.
• Submit Ground school classroom booking requests to EIC Flight Training Academy on a monthly basis to ensure all training groups have classrooms booked in advance.
• Prepare and disseminate all student ground training documentation and training material prior to course commencement.
• Verifying student pre-requisite online course completion prior to ground school start date and verifying all ground training documentation is completed and submitted prior to the student commencing their PPC ride.
• Complete pelesys-related SMS corrective actions associated with missing or incorrect pilot training records within the Pelesys system.
• Liase with External training providers as needed to provide TSA application status updates, training pilot names and any necessary information required to keep scheduled training events on course.
• Schedule and coordinate Pilot Aeromedical, First Aid, BLS, and Fit testing classes with external or internal certified training personnel as needed.
• Participate in bi-weekly meetings with the PAL training administration team to review team processes, pilot qualifications, onboarding, and overall state of pilot group compliance.
• Assist the PAL training administration team with the process of onboarding new pilots including collecting required pilot documentation and information and ensuring this is transcribed to the appropriate areas of their profile in the Pelesys system. QC checking that the PAL administration team has correctly configured each new pilot in the Pelesys system. 
• Other tasks as assigned by the Training Operations Supervisor, Chief Pilot, or DFO.

Working Conditions:

• Office setting: Schedule: 8 hours per day - Monday to Friday (8:00 am to 4:30 pm). Occasional after-hours support during operational needs.

• Tools & Equipment: Daily use of desktop or laptop computers, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for audit reports, data analysis, and presentations
• Physical Demands: May involve prolonged periods of sitting, computer use, and occasional standing or walking.

• Collaboration: Regular interaction with flight operations teams, and regulatory bodies. Strong communication and interpersonal skills are vital.