Main Responsibilities

Freelance Contract Management:

—  Prepare, review, and process freelance crew contracts in line with company standards.

—  Ensure all freelance agreements comply with legal and regulatory requirements.

—  Liaise with freelance crew to confirm availability, rates, and deliverables.

—  Maintain accurate records of contract terms, validity, and renewals.

—  Liaise with internal departments and freelance crew to ensure timely execution and documentation.

—  Collect and verify freelance crew documentation (licenses, medicals, visas).

—  Process invoices and reconcile payments against approved contracts.

—  Maintain accurate records in digital systems for audits and compliance.

—  Prepare monthly reports on freelance engagement, costs, and performance metrics.

—  Coordinate with relevant departments to ensure smooth integration of freelance crew into operational schedules.

Onboarding Support:

—  Coordinate onboarding for new full-time crew members, including:

—  Collecting and verifying required documents (licenses, medicals, visas, training certificates).

—  Setting up crew profiles and scheduling initial training and induction sessions.

—  Ensure compliance with regulatory and company standards during onboarding.

—  Act as the primary point of contact for new hires during their onboarding process.

General Administration:

—  Maintain and update crew records, shared drive information, and administrative databases.

—  Prepare reports and documentation for management review.

—  Track crew qualifications, training, and currency requirements.

—  Provide administrative support tasks as required.

Backup & Support:

—  Act as backup for other coordination functions when needed, ensuring continuity of operations. 

—  Perform other duties or ad hoc projects as assigned by superior or management.

Represent Jet Aviation as one company internally and externally with industry groups, regulatory bodies and the General Dynamics network.

Minimum Requirements

—  Diploma or Degree in Business Administration, Aviation Management or related field will be an advantage.

—  Minimum 2 years in administrative support, contract management, or crew coordination.

—  Familiarity with aviation operations and freelance workforce processes is an advantage.

—  Proficiency in MS Office and training management systems.

—  Able to work for ad hoc tasks in non-office hours and public holidays

Desired Characteristics

—  Strong organizational and time-management skills.

—  Excellent communication and stakeholder management abilities.

—  Detail-oriented and compliance-focused.

—  Ability to manage multiple priorities under tight deadlines.

—  Proactive, self-motivated and results-oriented 

—  Ability to handle confidential information with discretion.

—  Strong analytical skill, work under pressure and able to manage change

—  Alignment with Jet Aviation values: Trust, Honesty, Alignment, Transparency

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.