Buffalo Airways is seeking a motivated, organized, and detail-oriented Aviation Coordinator to join our team. The successful candidate will provide coordination and administrative support for aviation operations, pilot training, compliance, documentation, and related activities.

The Flight Operations Coordinator will be responsible for coordinating training programs, maintaining accurate pilot training records, monitoring qualifications and certification requirements, assisting with the development and maintenance of training materials, monitoring flight and duty time records, and supporting compliance with company policies, Transport Canada regulations, and applicable industry standards.

This role will work closely with Flight Operations, Training Captains, instructors, Human Resources, pilots, and management to ensure training, operational, and regulatory requirements are properly planned, coordinated, documented, and completed on time.

Job Summary The Flight Operations Coordinator supports the day-to-day coordination of aviation operations and training activities. This position plays an important role in ensuring that flight crew remain current with required training, qualifications, certifications, and regulatory requirements.

The Flight Operations Coordinator will coordinate training schedules, maintain training records, monitor flight and duty times, assist with course and training material development, monitor upcoming training requirements, support audits, and help implement modern digital and technology-based aviation systems.

Key Responsibilities

1. Flight Operations & Training Coordination

- Coordinate aviation-related administrative activities and training programs.
- Develop, maintain, and manage training schedules and training calendars for pilots.
- Coordinate and arrange training dates, instructors, Training Captains, classrooms, simulators, and other required training resources.
- Maintain an up-to-date master training calendar and ensure all required training is scheduled within applicable regulatory and company timelines.
- Coordinate changes to training schedules and communicate schedule updates to pilots, instructors, Training Captains, and management.
- Monitor upcoming training requirements and proactively schedule training before expiry or due dates.
- Coordinate initial, recurrent, annual, and other required pilot and employee training.
- Maintain training schedules and coordinate instructors, Training Captains, classrooms, simulators, training facilities, and other resources.
- Communicate training schedules, requirements, and deadlines to employees and flight crew.
- Coordinate with external training providers and instructors as required.
- Assist with onboarding and initial training programs for new employees and pilots.
- Monitor completion of required training and follow up on outstanding requirements.
- Maintain training calendars and provide proactive reminders for upcoming training.
- Maintain and monitor flight and duty time records to support compliance with applicable Transport Canada regulations, company policies, and operational requirements.
- Review flight and duty time records for upcoming limitations, required rest periods, and potential compliance issues, and bring discrepancies or concerns to the appropriate Flight Operations personnel.
- Maintain accurate records of flight time, duty time, days off, and applicable rest requirements.

1. Training Program Administration

- Support the planning, coordination,



and administration of the company's training programs.
- Assist Training Captains and instructors with the preparation and delivery of training.
- Maintain training course information, lesson plans, presentations, manuals, checklists, and other training resources.
- Assist with developing and updating training materials for classroom, online, and self-paced learning.
- Coordinate training evaluations, examinations, assessments, and completion documentation.
- Assist with maintaining consistency and quality across training programs.
- Collect feedback from employees and instructors and identify opportunities to improve training programs.

1. Training Materials & Course Development

- Assist with the development and modernization of aviation training materials.
- Support the creation of interactive and engaging training content using LMS and e-learning tools.
- Assist in developing presentations, handouts, reference materials, online modules, quizzes, and assessments.
- Maintain both electronic and traditional classroom training materials.
- Review training materials periodically to ensure they remain current and relevant.
- Assist with updating training content when company procedures, regulations, aircraft manuals, or safety requirements change.
- Support the implementation of modern instructional and learning technologies.

1. Training Records & Pilot Files

- Maintain accurate and up-to-date pilot training files.
- Track training completion, qualifications, ratings, certifications, recurrent training, checks, and other applicable requirements.
- Monitor expiry dates and upcoming training requirements.
- Provide proactive notifications regarding upcoming or overdue requirements.
- Ensure training documentation is complete, accurate, and properly filed.
- Maintain electronic and paper records as required.
- Assist with digitizing historical training records and improving electronic record management.
- Ensure training records are readily available for internal and regulatory audits.

1. Flight & Duty Time Records

- Maintain accurate flight and duty time records for flight crew.
- Monitor flight and duty time limitations and applicable rest requirements.
- Track crew flight hours, duty periods, days off, and other applicable limitations.
- Identify upcoming flight and duty time limitations and communicate potential concerns to Flight Operations.
- Reconcile flight and duty time records with operational and scheduling information as required.
- Maintain organized records for compliance monitoring and audit purposes.
- Assist with preparing flight and duty time reports for management and regulatory reviews.

1. Regulatory Compliance & Audit Support

- Assist with ensuring training and aviation activities comply with Transport Canada regulations, company policies, approved training programs, and applicable industry standards.
- Monitor changes to applicable aviation regulations and training requirements.
- Assist with reviewing and updating training materials and documentation following regulatory changes.
- Support the preparation of training, flight-time, duty-time,



and other aviation records for internal reviews and regulatory inspections.
- Assist with tracking and closing training- and compliance-related audit findings and corrective actions.
- Maintain organized and audit-ready documentation.

1. Technology, LMS & Automation

- Maintain and support the use of the Learning Management System (LMS) and other training platforms.
- Upload and organize courses, training materials, and assessments training records.
- Assist with implementing electronic training records and automated tracking systems.
- Develop or support automated reminders for upcoming training, certifications, flight and duty time requirements, and document expiries.
- Identify opportunities to reduce manual data entry and improve the accuracy of training and operational records.
- Explore and support the use of AI and automation for training, document management, and aviation record keeping.
- Assist with systems that can extract information from uploaded documents, such as names, issue dates, expiry dates, qualifications, and other relevant information, reducing the need for manual data entry.
- Ensure information generated through automated systems is reviewed and verified for accuracy.

Qualifications and Skills

Experience

- 2+ years of experience in aviation, training coordination, flight operations, aviation administration, or a similar regulated environment.
- Aviation industry experience is strongly preferred.
- Experience coordinating training programs or working with instructors is an asset.

Aviation & Compliance Knowledge
- Familiarity with Transport Canada regulations and aviation training requirements.
- Understanding of flight and duty time limitations, rest requirements, and crew scheduling is an asset.
- Understanding of pilot qualifications, recurrent training, checks, ratings, and certification requirements is an asset.
- Knowledge of flight operations and aviation terminology.
- Experience supporting audits or regulatory inspections is an asset.

Training & Technical Skills
- Experience supporting the development or administration of training programs.
- Ability to organize and maintain training materials and courseware.
- Experience coordinating training schedules and calendars.
- Experience with Learning Management Systems (LMS) is an asset.
- Experience with e-learning or course-authoring software such as Articulate Storyline or Adobe Captivate is an asset.
- Experience with flight and duty time tracking systems is an asset.
- Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
- Strong data-entry and document-management skills.
- Comfortable learning new technology, software, and digital systems.
- Interest in AI, automation, and digital transformation is an asset.

Organizational & Communication Skills
- Excellent organizational and time-management skills.
- Solid attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- Excellent follow-up and coordination skills.
- Ability to work independently and as part of a team.
- Professional and approachable manner.
- Ability to maintain confidentiality when handling employee and pilot information.
- Strong problem-solving and interpersonal skills.

Reports To Flight Operations/Director of Human Resources

Job Type: Full time

Pay: $35.00-$40.00 per hour

Perks

- Dental care
- Employee assistance program
- Extended health care
- On-site parking

Work Location: In person

📌 Flight Operations Coordinator (Yellowknife)
🏢 Buffalo Airways
📍 Yellowknife