Crew Training Coordinator

Job Profile

The Training Coordinator plays a vital role in the planning, organization, and coordinating training programs for flight crew members, including pilots & cabin hostesses. This role ensures that all crew members receive the necessary training and certifications to operate safely and in compliance with relevant industry standards and regulations. The Training Coordinator will assist in maintaining training schedules, tracking completion, and supporting the smooth execution of all crew training programs.

Vista America, an operating partner of Vista - the world's leading global business aviation company - has established a new benchmark in business aviation services across the United States.  Vista America's fast-paced growth and its relationship with the best partner operators open the door to lifelong career opportunities across the group - to create the best service in business aviation, in every region in the world. 

Key Responsibilities:• Training Scheduling & Coordination:Coordinate the scheduling of training sessions for pilots, cabin hostesses, ensuring compliance with regulatory requirements and operational needs.Work closely with the Director of Training, Chief Pilot, and other departments to plan and organize crew training schedules, including initial, recurrent, and special training programs.

Ensure that all training events are properly booked, including instructor assignments, simulator time, training facilities, and equipment.Plan and organize revalidation or renewal training for instructors.

• Tracking & ReportingAssist with maintaining and updating detailed records of all crew member training progress, certifications, and training schedules.Assist with tracking training milestones for all crew members and ensure they meet the necessary qualifications and regulatory deadlines.Monitor that all required checks and training are conducted in due timeAssist with providing regular reports on training status, including attendance, completions, and certification completions

• Regulatory Compliance:Assist in preparing for audits, inspections, and compliance checks related to crew training programs.Assigned TCAs reflect training SyllabusEnsure simulator operators are approved by the authorityForeign Pilot induction follows process

• Resource SupportEnsure that all required materials, handbooks, and resources are available for new crew members and instructors. Facilitate the creation and distribution of training schedules and timelines.Booking of classrooms for CRM & EBT Develop Training FAQs for distribution to departments & crew

• Training Materials & Documentation:Assist in developing, organizing, and maintaining training materials, manuals, and documentation for crew members.Assist with ensuring all training materials are current, accurate, and in alignment with company policies and relevant regulations.

• Communication & Liaison:Serve as the point of contact for crew members regarding training schedules, resources, and certification questions.Communicate regularly with instructors and crew members to ensure training needs are met and any scheduling conflicts are addressed promptly.

• Continuous Improvement:Assist in evaluating the effectiveness of crew training programs through feedback, assessments, and performance reviews.Review output in training processes and identify improvements to be recommend to the Director of Training Stay informed about industry trends, regulatory framework and best practices to enhance training delivery.

• Safety & Emergency Training:Ensure that all crew members complete mandatory safety training programs, including emergency procedures, CRM (Crew Resource Management), and other required safety drills.Assist in the coordination of annual or periodic emergency evacuation drills, safety equipment training, and other safety-related programs.

Qualifications:• Education & Certifications:Associate’s degree or higher in Aviation, Human Resources, or Business Administration or a related field (preferred).Auditing and compliance experience Lean Green Belt preferred

• Experience:2–4 years of experience in training coordination, preferably within the aviation industry.Competent application of FAA regulations, particularly Part 135 crew training and certification requirementsPrevious process management experience.Experience with Learning Management Systems (LMS) or other training tracking software is a plus.

• Skills & Competencies:Strong organizational and time management skills, with the ability to handle multiple training schedules simultaneously.Excellent communication skills, both written and verbal, with the ability to liaise effectively with various stakeholders, including flight crews, instructors, and department heads.Detail-oriented with a focus on maintaining accurate training records and compliance documentation.Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced, dynamic environment.Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with training tracking software.

Work Environment:• Office-based with occasional travel to other company locations or training centers.• Some flexibility in hours may be required to accommodate flight schedules, training availability, and instructor needs.• Collaborative work environment, often interacting with flight crews, training instructors, and other operational departments.

Compensation & Benefits:• Competitive salary based on experience.• Health, dental, and vision insurance.• 401(k) with company matching.• Vacation aligned with office employees• Continuing education and professional development opportunities

Vista America is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.