Crew Training Coordinator

Overview

Join Our Team at Wheels Up

At Wheels Up, we're proud to be a global leader in on-demand private aviation. As one of the largest companies in the industry and a strategic partner of Delta Air Lines - we are committed to making private air travel safe, reliable, and enjoyable. With a diverse fleet of owned aircraft plus a global network of trusted charter operators, we offer our customers access to the right aircraft for their needs and the ability to fly on their terms.

And it doesn’t stop at private flights. Wheels Up also provides freight services, safety and security solutions, and managed services to individuals, businesses, government agencies, and more. Regardless of how, when or where you want to fly, our mission is simple; deliver a premium, personalized aviation experience for every customer.

Location: Member Operations Center/Traning Center, Chamblee, GA (KPDK)

Responsibilities

Role Overview: What You’ll Be Doing

The Crew Training Coordinator supports the day-to-day administration, scheduling, recordkeeping, quality control, and compliance activities of the company’s crew training programs. The role coordinates initial, recurrent, transition, qualification, checking, and other required training; monitors pilot currency and training requirements; maintains accurate training and qualification data; and ensures crew training records are complete, accurate, and aligned with regulatory and company requirements. The position works closely with Crew Planning, Crew Scheduling, Standards, Chief Pilot Office, Recruiting, Crew Support, training vendors, and other internal stakeholders to support operational readiness and regulatory compliance across applicable certificates.

Your Key Responsibilities (Essential Functions)

• Forecasts and monitors pilot training, checking, qualification, and currency requirements; generates due reports and coordinates schedules to maintain regulatory and company requirements while balancing operational needs.
• Coordinates training for new and current crew members, including initial, recurrent, transition, INDOC, ATP/CTP, Operating Experience, and other assigned training events; coordinates simulator availability, classroom requirements, instructors, crew notifications, and travel/logistics as applicable.
• Maintains accurate crew training and qualification records in the approved record keeping system, including training databases, Computer Based Training records, and archived files; prepares Records of Training and supporting documentation for review and certification.
• Performs quality assurance and quality control reviews of crew records, identifies and resolves discrepancies, and manages applicable electronic record workflows, including DocuSign and Operating Experience documentation.
• Manages and supports specialized compliance records, including Instructor and Check Pilot Standards records, ERC Safety Pairing records, Operating Experience records, and other records required by company policy or regulatory programs.
• Collaborates with Crew Planning, Crew Scheduling, Standards, Chief Pilot Office, Recruiting, HR, Crew Support, MOC/logistics, and other stakeholders to coordinate training, fleet transitions, leaves/returns to work, Operating Experience, crew qualification flags, and related training requirements.
• Forecasts future training demand and contracted training-center requirements; maintains professional relationships with training providers, assists with simulator-slot sourcing, and verifies training attendance and invoice accuracy as assigned.
• Supports development, implementation, and revision control of training and records procedures, SOPs, policies, and FMS processes; assists with database maintenance and process improvements that improve accuracy, scalability, and compliance.
• Leads or supports detailed records and compliance projects, including PRD close-outs, Operating Experience data migrations, record alignment across certificates, audits, and contract Check Pilot oversight, with minimal supervision as assigned.
• Performs other duties as assigned.

Qualifications

What You Bring to the Table: Education & Certification Requirements

We’re looking for someone who has a unique mix of experience, skills, and passion for what we do:

• High school diploma or equivalent required; bachelor’s degree in aviation, training administration, business, or a related field, or equivalent relevant experience, preferred.
• Minimum of 3 years of relevant experience in aviation scheduling, crew training administration, records management, database management, regulatory compliance, or a related operational environment.
• Experience supporting dynamic scheduling or operational environments and working with detailed records, qualifications, or compliance requirements.
• Working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

The Extras We Value (Preferred Requirements)

While not mandatory, here are some additional things that would make you stand out:

• Part 135 charter operations, airline, or general aviation experience.
• Working knowledge of FAA regulations, pilot training and qualification requirements, crew records, and certificate management processes.
• Experience with FMS/Avianis, UP FMS, DocuSign, CBT/LMS platforms, or comparable digital training and records systems.
• Advanced knowledge of pilot records, qualifications, training currency, and training scheduling processes.
• Exceptional attention to detail, organizational skills, analytical ability, and commitment to accurate, error-free work.
• Ability to prioritize competing deadlines, work independently with minimal supervision, and manage high-detail projects from initiation through completion.
• Strong written and verbal communication skills and the ability to collaborate effectively across departments, with pilots, and with external training providers.
• Ability to identify process improvements and assist in developing policies, procedures, and scalable workflows.

Physical Requirements

We want to make sure you’re fully equipped for success. Here’s a look at any physical requirements needed for this role:

• Ability to work at a computer for extended periods.
• Occasional lifting of training materials or records up to 20 pounds.
• Ability to travel for audits, training support, or other business needs as required.

What We Offer

What We Offer: Salary Range & Benefits

At Wheels Up, we believe in fair compensation based on experience, skills, and qualifications. The salary for this role ranges from $70,000 to $90,000, depending on a variety of factors. We don’t typically start individuals at the top of the salary range; your place within the range is based on what you bring to the table. Additionally, you may be eligible for a discretionary annual incentive program, which rewards individual and organizational performance.

We also offer a range of benefits designed to support your well-being and personal life, including:

• Tuition Reimbursement
• Competitive 401(k)
• Comprehensive Medical, Dental, and Vision Insurance
• Complimentary access to mental health and wellness counseling through Spring Health
• Financial planning assistance
• A variety of additional programs and services in support of your total well-being

Everyone is welcome here

Each of us is unique, and that’s what makes us amazing. We believe there’s power in bringing people with different backgrounds, points of view and life experiences together. So, bring yourself and your best ideas. We provide equal employment opportunities (EEO). All applicants are considered regardless of race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, or sexual orientation.

Because when we feel safe and comfortable being ourselves, there’s no limit to what we can achieve.

Need Accommodations?

If you have a disability or are a disabled veteran and need assistance with applying, please reach out to us at [email protected]. Simply include “Accommodation Request” in the subject line so we can quickly address your needs.

We look forward to learning more about you and how you can contribute to the Wheels Up journey!