Planning Specialist

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Job Description:

Job Summary: 

The Flight Operations Coordinator is responsible for managing various administrative and operational tasks to support training, compliance, and customer satisfaction. The role includes flight instructor planning/ scheduling, customer care coordination, trainee onboarding, and  TSA administration.

Primary Responsibilities: 

Flight Instructor Administration Description:      50%

• Scheduling: create the schedules taking into account several factors, Recurrent and standardization training.

• System Updates: Input instructor availability, days off, and other changes into MyTeam.

• Notifications: Communicate schedules and updates to PEAK instructors.

• Payroll Processing: Submit PEAK instructor payroll biweekly.

Customer Care Coordination:      20%

• Trainee Support: Serve as the primary contact for trainees, addressing questions and concerns.

• Access Management: Ensure trainees have the necessary building and systems access.

• Badge Distribution: Issue trainee badges on their first day.

• Data Entry: Record trainee information in MyTeam and update the badging system.

• Documentation: Maintain accurate records of trainee badge issuance.

Welcome Event Coordination :      20%

• Event Planning and Execution: Prepare and conduct trainee welcome events.

• Documentation Collection: Gather any outstanding paperwork from trainees.

• System Updates: Enter trainee details into MyTeam and prepare files.

• Photo Management: Take trainee photos and save them in the badging system.

TSA Administration :     10 %

• Process TSA Applications: Ensure all trainees have submitted their TSA applications.

• Trainee Compliance: Confirm trainee registrations and address any TSA-related issues with airlines.

• Documentation Management: Complete and close TSA files.

• Post-Welcome Tasks: Upload pictures to the TSA website and finalize TSA file closures.

Other duties as assigned:       

• Hotel Liaison: Maintain and update the hotel list for trainee accommodations.

• Meeting Participation: Attend TSA meetings.

• Log Recovery: Retrieve simulator logs and update MyTeam with accurate session details.

• Gift shop administration.

Qualified Experience and Training:  

Education:

Required

• bachelor's degree in a relevant field like business administration, finance, economics, statistics, engineering or project management.

Experience:

Required

• A candidate with a minimum of 5 years of experience in any of the following areas would be qualified:

• Airline Training:
  Developing and delivering training programs for pilots, cabin crew, ground staff, covering operational procedures, safety regulations, and aircraft systems.

• Airline Planning:
  Designing flight schedules, network optimization, capacity management, route analysis, and forecasting passenger demand within an airline operation.

• ERP Proficiency:
  Expertise in using an Enterprise Resource Planning system (like SAP, Oracle, Myteam, Sabre etc.) to manage all an airline's operations.

•  Data Analysis:
  Utilizing data analysis tools to extract insights from large datasets, identifying trends, and informing decision-making related to airline operations, marketing, or customer service. 

• Customer support:

Experience in customer support or access management roles

• Process Improvement:
  Identifying inefficiencies in airline processes, designing and implementing improvements to streamline operations, reduce costs, and enhance customer experience. 

Preferred

• proficiency in data analysis tools like Excel, google sheets and statistical software is crucial for this role. 

• Familiarity with TSA compliance processes is preferred.

Travel Required: 

•      5% Domestic and International

Citizenship:

Authorized  to work in the US without current or future need for visa sponsorship.

Qualified Skills:

Knowledge, Skills, Demonstrated Capabilities:

Required:

• Ability to coordinate multiple projects and deal with a large volume of information and constraints to find solutions and prepare schedules.

• Demonstrated ability to quickly learn and adapt to new digital technologies, and or processes ensuring seamless integration and effective utilization in dynamic work environments. 

• Ability to interpret and visualize data and communicate complex information clearly and concisely is essential.

• Problem-solving skills to identify and address issues and opportunities. Furthermore, attention to detail and accuracy to ensure data quality and reliability is key. 

• Creativity and innovation to generate new ideas and solutions is also necessary for success in this role.

• Teamwork and collaboration skills to work effectively with others and achieve common goals are necessary for success in this role.

Communication Skills: 

Required:

• Ability to communicate effectively and efficiently with multiple stakeholders (including customers) within a short period of time and in a timely manner during specific situations, such as welcoming events, instructors, trainees.

Preferred:

• skills include active listening, clarity, confidence, honesty, body language, openness, public speaking, and respectfulness.

• French or Spanish are  preferred.

Technical Systems Proficiency:

Preferred:

• Data analysis:  tools like Excel, SQL or Qlik sense to analyze data.

• Flight and training planning ERP tools: Myteam by Airbus, N- Flight Planning, Sabre. 

Complexity of the Role: 

•  Deal with large volumes of data and complex models, cope with changing priorities and deadlines, manage multiple tasks and expectations, face resistance or criticism from stakeholders.

• As a customer facing position, Identifying and resolving scheduling conflicts, adjusting schedules to accommodate unexpected changes, and proposing solutions to improve efficiency.

• The role may involve occasional meetings and direct interaction with trainees, instructors, and stakeholders.

Level of Decision Making: 

Tactical  and operational decision-making level;   analyze data and make decisions to optimize schedules and resource allocation within established guidelines, often requiring adjustments based on changing conditions sometime on a day to day basis.

Job Dimensions:

Physical Requirements:

• Onsite:  100%

• Vision:  able to see and read computer screens and other electronic equipment with screens, able to read documents, reports and engineering drawings: Daily.

• Hearing: able to hear to participate in conversations in person and via teleconference or phone: Daily.

• Speaking:  able to speak in conversations and meetings, deliver information and participate in communications: Daily.

• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment: Daily.

• Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs: Several times a month.

• Lifting:  able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kg: Several times a month.

• Pushing / Pulling:  able to push and pull small office furniture and some equipment and tools: Several times a month.

• Sitting:  able to sit for long periods of time in meetings, working on the computer: Several times a week.

• Squatting / Kneeling:  able to squat or kneel to retrieve or replace items stored on low shelving.

• Standing: able to stand for discussions in offices: Several times a week. 

• Walking (include routine walking such as to a shared printer to retrieve documents):  able to walk through office and production areas including uneven surfaces: Daily 

Equal Opportunity:

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status

As a leader in our field, Airbus provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.   

As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered.

Airbus does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice.

NOTE:  Airbus reserves the right to revise or change job duties and responsibilities as the need arises.  This position description does not constitute a written or implied contract of employment.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

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