Flight Assurance Administrative Specialist

Position Summary

The Flight Assurance Administrative Specialist provides essential administrative and operational support to the Flight Assurance Engineering team. This role is responsible for collecting, organizing, and managing compliance evidence, coordinating audit activities, maintaining lien registers, and ensuring the smooth flow of documentation across all flight assurance processes. This is an onsite position is based in Midland, TX and operates in a dynamic, safety-critical environment and requires the flexibility to work across rotating day, night, and weekend shifts.

Key Responsibilities

Evidence Collection & Documentation

• Collect, organize, and file compliance evidence packages in support of Flight Assurance Engineers.
• Maintain accurate and up-to-date document control logs and version histories.
• Ensure all evidence materials meet required formats, completeness standards, and submission deadlines.

Audit Support

• Coordinate logistics for internal and external audits, including scheduling, room setup, and material preparation.
• Assist engineers in compiling audit packages and tracking action items to closure.
• Maintain audit calendars and send timely reminders to relevant stakeholders.

Lien Management

• Consolidate and maintain the master Lien Register, ensuring entries are accurate, current, and properly categorized.
• Track lien resolution status and escalate overdue items to the appropriate engineering leads.
• Generate regular lien summary reports for team review meetings.

General Administrative Support

• Prepare meeting agendas, capture minutes, and distribute action items following team meetings.
• Support data entry and spreadsheet management using MS Office tools (Word, Excel, Outlook, PowerPoint).
• Handle correspondence, filing, and general administrative tasks as directed by the engineering team.
• Coordinate with cross-functional teams to track deliverables and ensure timely completion.

Minimum Requirements

• High school diploma or GED equivalent.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work rotating shifts, including days, nights, weekends, and holidays.
• Strong organizational skills with high attention to detail.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Clear written and verbal communication skills.
• Reliable, punctual, and able to commit to an onsite work schedule.

Preferred Qualifications

• Associate’s degree or coursework in Business Administration, Aviation, or a related field.
• Prior experience in aviation, aerospace, or safety-regulated environment.
• Familiarity with document control systems or compliance management tools.
• Experience supporting engineering or technical teams in an administrative capacity.

Work Environment

This is a full-time, onsite position. The role requires the ability and willingness to work rotating shifts, including day shifts, night shifts, and weekend coverage, in support of continuous flight assurance operations. The work environment may include exposure to operational facility conditions standard in aviation/aerospace settings.

This job description may not be inclusive to the duties and responsibilities listed. Additional tasks may be assigned to the employee from time to time or the scope of the job may change as needed by business demands.