CAE Technical Records Administrator - All for guiding customers to success.

Location: Dallas Training Facility (Onsite)
Position Type: Non‑Exempt, Hourly

Description

• Answer incoming phone calls and make outgoing calls to external customers and internal employees.
• Maintain and respond to the assigned CAE email inbox, including DFW-Records@cae.com and DFW-TCA@cae.com, within 48 hours.
• Cross‑train on various job functions within the department to support coworkers and identify process improvement opportunities.
• Complete training records requests and distribute them via email or approved courier.
• Run reservation reports for upcoming training events to build client and instructor training folders, ensuring all documentation is completed prior to training start dates.
• Run updated reservation reports closer to check‑in dates to capture late additions and build folders accordingly.
• Complete and submit weekly reports for all published and pending client training records, ensuring all spreadsheet fields are accurately completed.
• Generate monthly programming timeliness metrics and applicable KPIs using weekly reporting data.
• Upload TCAs received from internal employees or clients for Part 135 and foreign clients into the appropriate STARS reservations.
• Upload prerequisite packets and company forms provided by Regulatory or Account Executives into the assigned STARS reservations.
• Provide administrative and operational support to instructors, including grading assistance, resolution of error messages, notarial services, and directing inquiries to the correct department.
• Support Training Managers with urgent matters requiring prompt action related to training records.
• Review, audit, and publish training records from the To Publish and Past Due dashboards for Dallas, CATS Dallas, and Dallas Phenom.
• Maintain effective communication with Fleet Planners, Account Executives, Client Services, Training Managers, Instructors, and Records Administrators at other locations to ensure timely and accurate completion of records.
• Attend national authority audits as a subject matter expert for the Records Department.
• Participate in meetings related to training records, forms, system updates, and enhancements.
• Conduct meetings with Training Managers to support system‑ or records‑related questions or issues.
• Deliver one‑on‑one e‑grading system training to instructors to ensure accurate and timely grading submissions.
• Ensure all company‑specific forms are readily accessible to instructors and Training Managers.
• Participate in Workday > Learning Center Safety Management Systems online training, including safety culture, department onboarding, and CAE system updates, as well as LinkedIn Learning.
• Provide EASA and EASA‑like countries with required documentation prior to training start dates.
• Process and deliver all non‑FAA training records and documentation to the appropriate national authority.
• Perform additional duties as required.

Minimum Qualifications

• High School Diploma or equivalent.
• 2–3 years of experience in Corporate Aviation (strongly desired).
• 1–3 years of experience in airline recordkeeping, FBO operations, and/or planning.
• Excellent phone and customer service skills.
• Strong customer orientation, including in challenging situations.
• Organized, professional, team‑oriented, and able to maintain composure under pressure.
• Ability to work in a fast‑paced environment with minimal supervision.
• Strong multitasking and detail‑orientation skills.
• Strong proficiency with Microsoft Windows, Word, Excel, and Internet Explorer.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Aviation Science or Administration.
• Proficiency with WebReg Registration system and FAA certifications.
• Knowledge of aviation, aviation training programs, and aviation regulatory requirements.