Operations Coordinator

Founded in 2000 by three former Royal Canadian Air Force (RCAF) CF-18 fighter pilots who identified an opportunity to improve military readiness training, Top Aces has since established itself as the world leader in contracted adversary air (ADAIR) services and joint terminal attack controller (JTAC) training.

We pride ourselves on our unblemished safety record, having flown an industry leading 130,000+ hours of operational training without accident in support of customers worldwide, including Canada, the U.S., Germany, and multiple other NATO allies and international partner nations.

Our vision is to be the most trusted provider of innovative defense training solutions, continuously elevating standards in an industry where "Experience Matters." This commitment to innovation and technology ensures we remain adaptable, training allied militaries to succeed against evolving threats.

Top Aces’ dynamic team contributes to delivering on our purpose of training the next generation of combat leaders by living our values of Service, Integrity, Excellence, and Together every day!

Join our team!

Essential Duties and Responsibilities:

• Support local Pilots with Sortie report data entry, which includes flight data, fuel receipts and daily reports
• Coordinate, negotiate and manage all aspects of individual tasking requests
• Create Mission Authorizations
• Ensure FBO setup: negotiate fees for fuel/ramp/GPU/oxygen
• Schedule and coordinate pre-deployment meetings
• Book travel for pilots and other personnel while adhering to company and regulatory crew rest/crew day requirements - (Local, within Canada and the USA, as well as occasional international travel support).
• Approve expenses for travelers for tasking requests and any local personnel
• Reconcile the company credit card monthly
• Verify accuracy of sortie reports daily, and monitor daily missions sitreps for timeliness and accuracy
• Assist in planning ferry flights to reposition aircraft: routing & weather support
• Schedule Customs/eAPIS arrival and departures
• Manage impact of last-minute changes, and disseminate information to the Operation, Pilot and Maintenance teams.
• Monitor hours flown on each tasking
• Act as Operations Duty Officer - on a rotating basis, with other Operations staff / Flight Following Duties as required, on rotational basis
• Prepare initial billing file for Finance Department / Support billing Quality Assurance
• Assist in coordination of annual ground school training
• Track Pilot Qualifications – ensure scheduled pilots are current for missions they are scheduled for
• Assist with monthly and occasional projects within the Ops Support Group
• Maintain compliance with all company policies and procedures
• Crew house management – recording data, coordinate cleaning and liaise with the Landlord as required
• Rental Cars – Arrange, pick up and manage long term or one-way rentals
• Prepare G-Counters monthly
• Reconcile the base fuel monthly
• Coordinate security base pass set up for visitors as well as host base visitors

Secondary Duties and Responsibilities:

• Perform base administrative support
• Be professional and courteous to all visitors, and manage base passes and visitor safety procedures;
• Assist in event planning, prepare the facility for the quarterly employee call;
• Supply office supplies for the department (office and stationery, printing equipment, etc.);
• Liaise with corporate departments for better employee experience;
• Maintain compliance with all company policies and procedures;
• Perform other related duties as assigned by Base Lead, YOD or Director of Operations

Education and/or Work Experience Requirements:

• 1 to 2 years of Aviation experience in a similar role
• Bachelors or College degree in aviation, an asset
• Strong customer service and interpersonal skills
• Ability to work independently and in a team environment, in a fast-paced environment with multiple tasks and competing demands;
• Computer skills - MS Office (Outlook, Word, Excel, PowerPoint, SharePoint)
• Strong organizational skills including attention to detail and ability to meet deadlines;
• Ability to multi-task in a fast-paced environment and work well under pressure
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Ability to do all the work in support of our corporate values of service, excellence, integrity and teamwork;
• Demonstrates strong and visible support for our values;
• Valid Alberta driver’s license and vehicle

Working Conditions

• Travel is occasionally required to support deployed operations and training events

Occupational Health and Safety Responsibilities:

You will have the following responsibilities in order to comply with the company's Occupational Health and Safety program:

Employees are responsible for:

• Working in compliance with Occupational Health and Safety acts and regulations
• Following safe work practices and procedures and using safeguards and personal protective equipment
• Reporting hazards (such as unsafe situations and activities) to their supervisor immediately.

Security Clearance Requirements/ CGP / ITAR:

Position requires Level II clearance with the Canadian Government and the ability to gain access to the Canadian Controlled Goods Program

By joining Top Aces, you will find:

• A work environment in which service, integrity, excellence and teamwork are highly valued;
• Opportunities for development and growth;
• Multidisciplinary and multicultural collaboration at a local and global level;
• A flexible schedule;
• Attractive benefit plan.

Come share your passion with us! Here, you’ll be encouraged, empowered, and challenged to be your best self.

Equal Employment Opportunity

At Top Aces, all employees are welcome regardless of race, nationality, color, religion, sex, gender identity or expression, sexual orientation, disability or age. The masculine form may be used in this job description solely for ease of reading but refers to men, women and gender diversity.

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