Executive, Flight Training & Support

A: Accountabilities

1. Fleet Instructor & Trainer Support

• Forms Compilation: Collect, verify, and compile all critical flight training forms—including Certificates of Test (C of T), Instrument Ratings (IR), LOFT, Line Check forms, and classroom attendance sheets—ensuring data entry is completed within two (2) weeks of check execution.
• Official Correspondence: Manage the formal distribution and tracking of official circulars, training notices, and letters issued by the Chief Pilot Training and Senior Instructor Pilots (SIPs).
• Instructor Secretariat: Coordinate and plan periodic Trainer and Instructor Meetings; act as the formal secretary to record, compile, and distribute comprehensive minutes of meetings.
• General Training Requirements: Provide direct administrative support to fleet SIPs and Designated Examiners to facilitate their operational training delivery requirements.

2. Crew Documentation, Compliance & Credentials

• AirBorneo Training Cards: Manage the administrative processing, verification, and formal issuance of the AirBorneo Training Card / Attestation Card ecosystem for all Flight Crew, Cabin Crew, and Dispatchers.
• Regulatory Tracking & Expiries: Manage the predictive tracking system for upcoming license, rating, and medical expiries across all fleets and departments.
• Enforcement: Oversee and enforce the notification cycle for crew members whose credentials expire at the end of the month, ensuring proactive collection and updating of renewed documents within seven (7) days post-expiry to prevent crew roster disruptions.
• Audit Readiness: Lead the administrative preparation, folder compliance checks, and checklist compilation for both internal quality audits and external civil aviation authority audits.

3. Operational Logistics, Travel & Vendor Tracking

• Flight Training Travel (HOTAC): Oversee and coordinate all Hotel Accommodation (HOTAC) bookings, logistics, and duty travel arrangements for instructors and crew members assigned to external flight training duties.
• Nominations & Registrations: Administer and process formal training nominations and registrations for Flight Crew, Cabin Crew, and Dispatchers with external Approved Training Organizations (ATOs).
• ATO Support Services: Coordinate directly with external ATOs or third-party providers regarding training room bookings, simulator allocations, and essential training aids.
• Financial Tracking: Monitor and cross-verify training invoices issued by vendors against actual attendance logs before routing to management for payment approval.

4. Manuals, Forms & Record Governance

• Form Inventory: Monitor and maintain sufficient stock levels of all physical and digital training forms, ensuring only the latest regulatory templates are active.
• Manual Updates Support: Assist management in tracking, updating, and verifying document control for the Operations Manual Part-D (OM-D) and associated Training Department Manuals to ensure they align with current regulatory revisions.
• Records Archiving: Maintain the strict storage, safekeeping, and absolute data integrity of all physical training files, digital archives, and historic compliance correspondence.

5. Department Frameworks & Budget Support

• Budget Support: Assist Executive Training Planning with the administrative compilation, data tracking, and formatting required for monthly and annual discretionary expenses and departmental budgets.
• Continuous Improvement: Actively support the team in adapting training documentation processes to changes in the operating environment, digital tools, or company restructuring.

Role Purpose & Strategic Impact

• Core Purpose: To provide effective administration, coordination, and compliance support to the Flight Operations Training Department, ensuring accurate training records, timely crew credential tracking, efficient training logistics, and continuous regulatory compliance to support safe and uninterrupted airline operations.
• Departmental Contribution: The Executive Flight Training (Support) contributes to departmental and company objectives by ensuring that all training administration, crew records, regulatory documentation, and training logistics are managed accurately, efficiently, and within required timelines. The role supports the Flight Operations Training Department in maintaining regulatory compliance, crew operational readiness, audit preparedness, and uninterrupted training activities. Through effective coordination with instructors, crew members, internal departments, regulatory authorities, and external training providers, the position helps ensure training requirements are completed on time and company resources are utilised effectively.
• Company Impact: At company level, the role contributes to safe, compliant, efficient, and reliable flight operations by maintaining the integrity and availability of training and licensing records, supporting workforce readiness, and reducing the risk of operational disruption arising from expired credentials, incomplete records, or administrative delays.

B. RESPONSIBILITIES

• Accurate and up-to-date crew training and regulatory records.
• Timely tracking of licences, ratings, medicals, and training expiries.
• Effective coordination of training, travel, HOTAC, ATOs, and vendors.
• Audit-ready training documentation and records.
• Timely administrative support to instructors and Training Department management.
• Accurate training reports, documentation, and budget support.
• Maintain smooth training administration and operational readiness.
• Training records and crew credential management.
• Training coordination, nominations, registrations, and logistics.
• HOTAC, travel, simulator, and ATO coordination.
• Training documentation, forms, and manual updates.
• Audit preparation and compliance documentation.
• Training reports, meeting minutes, and administrative support.
• Vendor coordination and invoice verification.
• 100% accurate and up-to-date training and crew records.
• Training records updated within 2 weeks of training/check completion.
• 100% timely tracking and notification of expiring licences, ratings, and medicals.
• Renewed documents updated within 7 days after expiry.
• 100% audit-ready training documentation with minimal findings.
• Training logistics and ATO arrangements completed within required timelines.
• Training invoices 100% cross-verified against attendance records.
• Update and maintain crew training and credential records.
• Track licence, rating, medical, and training expiries.
• Process training forms, certificates, and attendance records.
• Coordinate training nominations, ATOs, simulator bookings, travel, and HOTAC.
• Support instructors, SIPs, and Designated Examiners with training administration.
• Prepare training reports, meeting minutes, and official correspondence.
• Conduct records checks and support internal and regulatory audits.
• Verify training invoices and maintain filing and document control.
• Flight crew, cabin crew, and dispatcher training administration.
• Training records and regulatory compliance management.
• Licence, rating, medical, and credential expiry tracking.
• Training planning, scheduling, and logistics coordination.
• ATO, simulator, travel, and vendor coordination.
• Audit, document control, and records management.
• Training reporting, budgeting, and departmental administration.
• Monitor training records, licences, ratings, medicals, and credential expiries.
• Track completion and submission of training documents and forms.
• Coordinate with instructors, crew, ATOs, vendors, and relevant departments.
• Prepare training reports, meeting minutes, and compliance updates.
• Monitor training schedules, logistics, and external training arrangements.
• Support audit preparation and follow-up on documentation gaps.

C. ACCOUNTABILITIES

• Training records and documentation management.
• Crew licence, rating, medical, and credential tracking.
• Training forms, certificates, and document control.
• Training nominations, registrations, and logistics coordination.
• ATO, simulator, HOTAC, and vendor coordination.
• Training audit preparation and compliance support.
• Training administration, reporting, and records archiving.
• Accurate, complete, and up-to-date training and crew records.
• Timely compliance with training, licensing, and credential requirements.
• Smooth and timely coordination of training activities and logistics.
• Audit-ready documentation with minimal compliance findings.
• Effective administrative support to ensure continuous crew operational readiness.
• Proper control, security, and accessibility of training records and documentation.
• Accuracy and completeness of training and crew records.
• Timely processing and updating of training documentation.
• Proper tracking and notification of expiring credentials.
• Accuracy of training nominations, registrations, and logistics arrangements.
• Compliance with document control and records management requirements.
• Timely escalation of missing, expired, or non-compliant records.
• Accuracy of training reports, invoices, and administrative data.

D. AUTHORITY

• Prioritise and manage day-to-day training administrative activities.
• Verify and process training records and documentation for completeness.
• Follow up with crew and relevant departments on missing or expiring documents.
• Coordinate routine training, travel, HOTAC, ATO, and vendor arrangements within approved requirements.
• Maintain and update training databases, records, and tracking systems.
• Escalate compliance issues, discrepancies, or operational risks to the appropriate supervisor.
• Approve routine administrative processing of training records and documentation within established procedures.
• Confirm completeness of training forms and supporting documents for processing.
• Approve routine training coordination arrangements within delegated authority and approved requirements.
• No authority to approve regulatory, operational, financial, or crew competency decisions unless specifically delegated by management.
• Manage approved training administration and logistical expenses within delegated limits.
• Coordinate training travel, HOTAC, simulator bookings, and ATO services.
• Monitor and verify training vendor invoices against attendance and approved arrangements.
• Maintain training forms, records, databases, and digital/physical training files.
• Manage access and proper handling of confidential crew training and credential records.
• Regulatory non-compliance, expired credentials, or significant training record discrepancies.
• Decisions affecting crew operational readiness or training status.
• Training delays or issues that may impact flight operations.
• Unplanned or additional training expenditure beyond delegated limits.
• Contractual, commercial, or significant vendor-related matters.
• Changes to approved training programmes, procedures, or manuals.
• Serious audit findings or unresolved compliance issues.
• Confidential or sensitive matters requiring management or regulatory intervention.

E. DELEGATION OF DUTIES

• Executive Training Planning / Head of Flight Operations Training – Overall oversight and escalation.
• Fleet SIP – Flight crew training records and fleet-specific compliance matters.
• Senior Instructor Cabin Crew – Cabin crew training records and compliance matters.
• Flight Dispatcher Liaison – Dispatcher training and licensing records.
• Designated alternate staff – Routine administrative tasks as assigned by management.
• Routine training records filing and data updates.
• Tracking of licence, rating, medical, and training expiries.
• Training nominations, registrations, and attendance records.
• Routine ATO, simulator, travel, and HOTAC coordination.
• Preparation of reports, meeting minutes, and correspondence.
• Invoice checking and administrative documentation.
• Records archiving and document control.
• Follow-up on outstanding or missing training documents.
• The role holder is on leave, training, medical absence, or otherwise unavailable.
• There is a temporary workload increase requiring additional administrative support.
• Specific tasks require fleet or functional expertise from the designated alternate.
• Delegation is required to maintain operational continuity and regulatory compliance.
• The delegation is within the approved authority and competency of the designated person.
• Any matters outside the delegated authority are escalated to the appropriate management level.
• Delegated authority must remain within the approved scope and limits of the role.
• Delegates may not make regulatory, operational, or crew competency decisions unless specifically authorised.
• Financial commitments must remain within approved budgets and delegated limits.
• Changes to manuals, procedures, or training programmes require appropriate management approval.
• Confidential crew and training information must be handled in accordance with company policies and data protection requirements.
• Any significant compliance issue, operational risk, or matter outside the delegate’s authority must be escalated to management.

F. MINIMUM QUALIFICATIONS

• Bachelor’s Degree: Minimum 1–2 years of relevant experience in aviation training administration, crew scheduling, or flight operations.
• Diploma: Minimum 3 years of relevant experience in aviation training administration, crew scheduling, or flight operations.
• Bachelor’s Degree: Minimum 1–2 years of relevant experience in aviation training administration, crew scheduling, or flight operations.
• Diploma: Minimum 3 years of relevant experience in a relevant aviation-related field.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Proficiency in training records and database management systems (DBMS).
• Experience with Electronic Training Files (E-Files) and digital document management.
• Knowledge of flight crew, cabin crew, and dispatcher training documentation and records.
• Understanding of civil aviation regulatory requirements related to training, licensing, and records.
• Ability to maintain accurate tracking systems, reports, and compliance databases.
• Strong attention to detail and accuracy in records and documentation.
• Good knowledge of aviation training and regulatory requirements.
• Strong organisation, planning, and time-management skills.
• Proactive and process-driven, with good problem-solving ability.
• Strong communication and interpersonal skills.
• Ability to coordinate effectively with crew, instructors, management, regulatory authorities, ATOs, and vendors.
• Demonstrates confidentiality, integrity, accountability, and professionalism.
• Ability to work independently while supporting team and departmental objectives.
• Working knowledge of Civil Aviation Authority of Malaysia (CAAM) requirements applicable to flight crew, cabin crew, and flight dispatcher training and licensing.
• Understanding of training records, licensing, qualification, and competency documentation requirements.
• Familiarity with AirBorneo Flight Operations Training Department procedures, OM-D, and applicable training manuals.
• Ability to maintain records in accordance with regulatory, company, safety, security, and audit requirements.
• Awareness of confidentiality and data protection requirements when handling crew and training records.