Coordinator - Outstation Maintenance Support

MAIN OBJECTIVE OF ROLE
To ensure effective administrative and coordination support is provided for outstation maintenance providers through accurate record control, documentation follow-up, provider contact updates, training and approval record tracking, contract and invoice coordination, and support to the outstation maintenance provider approval process.
KEY RESPONSIBILITIES

• Maintains outstation provider master records, including station contacts, aircraft capability, approval status, CAR145 coverage, and service availability.
• Tracks Outstation Certifying Staff (OCS) documentation, approvals, authorisations, training records, and validity dates to ensure proper visibility of provider readiness.
• Supports OCS approval and renewal activities by preparing required documentation packs and following up on required actions.
• Updates AMOS and other applicable systems with approved provider details, station capability, contact information, and relevant support records.
• Follows up with maintenance providers to obtain missing, expired, or incomplete documents required to support flydubai outstation maintenance activities.
• Coordinates with Procurement, Commercial, Finance, Compliance Monitoring, Safety, Airport Services, Network Control Centre (NCC), and Maintenance Control Centre (MCC) on matters related to outstation maintenance providers.
• Supports provider onboarding activities by collecting required technical, administrative, contractual, and commercial information for review by the relevant departments.
• Assists with contract, Standard Ground Handling Agreement (SGHA), service agreement, and amendment follow-up by tracking status, pending actions, and required inputs from internal and external stakeholders.
• Reviews outstation maintenance provider invoices against available records, service confirmations, work performed, and agreed commercial terms before submission for further review and approval.
• Prepares reports, summaries, and trackers related to provider documentation, invoice status, ad hoc services, contract status, OCS validity, station readiness, and outstanding provider-related actions.

QUALIFICATIONS

• Bachelor's Degree (3+ years)
• ​​Degree in Engineering or a related discipline, or an equivalent professional qualification in aircraft maintenance or aviation management.
• Fluent in English (other languages an advantage)
• Previous experience in administration, supplier coordination, procurement support, invoice control, contract administration, technical records, or aviation-related administrative functions is preferred. Basic understanding of airline maintenance provider support, procurement processes, and contract administration is preferred.
• Working knowledge of MS Office applications, data entry, record keeping, invoice tracking, supplier follow-up, and report preparation. Basic understanding of AMOS preferred.
• Years with qualifications: 0 - 2 years

COMPETENCIES

• Customer Focus
• Team work
• Effective Communication
• Personal Accountability & Commitment to achieve
• Resilience and Flexibility (Can do attitude)

ISR REQUIREMENTS
Reads and complies with the ISR policies of the Company and diligently reports any weakness or incidents to the respective Line Manager or the Information Security team. Completes all required ISR awareness sessions and follows associated guidelines in the day-to-day business operations.