Join Our Team as a Flight Documentation Officer | Aviation Operations

🎯 Role Definition

As a Flight Documentation Officer, you will be a vital member of our Operations Control Center (OCC), playing a critical role in ensuring the safety, legality, and on-time performance of our airline. You are the guardian of all pre-flight information, responsible for the meticulous preparation, compilation, and distribution of the complete flight briefing package. Your accuracy and attention to detail directly contribute to every successful departure. This position requires a proactive individual who thrives in a fast-paced, time-sensitive environment and possesses a deep understanding of aviation regulations and operational procedures. You will be a key liaison between flight crew, dispatchers, and ground services, ensuring seamless communication and flawless execution.

📈 Career Progression

Typical Career Path

Entry Point From:

Aviation Management Graduate
Airline Operations Agent
Ground Handling Agent / Ramp Supervisor
Crew Scheduling Assistant

Advancement To:

Senior Flight Documentation Officer / Team Lead
Flight Dispatcher (with appropriate certification)
Operations Control Center (OCC) Supervisor
Crew Planning Manager

Lateral Moves:

Load Planner / Weight & Balance Specialist
Crew Scheduler
OCC Controller

Core Responsibilities

Primary Functions

Prepare, compile, and meticulously check comprehensive flight documentation packages for crew briefing, including computerized flight plans (CFP), weather reports (METAR/TAF), and NOTAMs.
Calculate, verify, and finalize aircraft weight and balance sheets (loadsheets) to ensure the aircraft remains within all certified structural and performance limits for the intended flight.
Ensure the timely and accurate distribution of all flight-related documents to the Pilot-in-Command, flight crew, ground handling agents, and relevant airport authorities.
File, amend, and manage Air Traffic Control (ATC) flight plans through designated systems (e.g., AFTN, SITA), ensuring prompt acceptance and resolving any rejections or discrepancies.
Actively monitor flight statuses and meteorological conditions, proactively updating flight documentation in real-time to reflect changes such as delays, re-routes, or aircraft changes.
Verify the completeness and accuracy of passenger and cargo manifests, paying special attention to special load notifications and dangerous goods (DGR) declarations, ensuring full IATA/ICAO compliance.
Liaise directly with Flight Dispatchers, Pilots, and Cabin Crew to communicate essential flight information and resolve any queries related to the flight documentation package.
Maintain a precise and organized archive of all flight documentation for post-flight analysis, internal/external audits, and to meet regulatory record-keeping requirements.
Analyze and interpret complex aeronautical information, including airport and runway limitations, to ensure all performance calculations are accurate and valid.
Coordinate with load planning teams to ensure the planned cargo and baggage load corresponds with the final loadsheet figures and remains within aircraft limits.
Secure overflight and landing permits by providing necessary documentation to foreign civil aviation authorities, ensuring no disruption to the planned schedule.
Prepare and transmit General Declarations (GENDECs) and other customs and immigration paperwork required for international flight operations.
Update and maintain the operational flight plan system with the latest aircraft performance data, route structures, and airport information.
Provide comprehensive crew briefings on all documentation, highlighting critical information such as weather hazards, flight-level winds, and significant NOTAMs.
Monitor the validity of all aircraft and crew certifications and documents required for the specific area of operation, flagging any potential issues to management.
Ensure all flight documents are prepared and handled in strict accordance with the company's Operations Manual and all applicable Civil Aviation Authority regulations.

Secondary Functions

Assist in the training and mentoring of new team members on company documentation procedures, software systems, and regulatory standards.
Contribute to the continuous improvement of departmental processes by identifying inefficiencies in the documentation workflow and proposing effective solutions.
Support the Operations Control Center team with administrative and coordination tasks during irregular operations (IROPS), emergencies, or system outages.
Participate in regular departmental meetings and safety briefings to stay current on operational changes, safety initiatives, and regulatory updates.
Generate and prepare statistical reports related to on-time performance, fuel consumption, and documentation accuracy as requested by management.
Support internal and external audits by providing requested flight documentation and explaining procedural workflows to auditors.

Required Skills & Competencies

Hard Skills (Technical)

Aviation Software Proficiency: Demonstrated experience with flight planning systems such as Lido, Jeppesen, Sabre, Navblue, or comparable airline software.
Weight & Balance Expertise: Strong understanding and practical application of aircraft weight and balance principles and manual/computerized loadsheet preparation.
Regulatory Knowledge: In-depth knowledge of international and domestic aviation regulations, including ICAO, EASA, and/or FAA standards.
Aeronautical Information Interpretation: Ability to proficiently read, understand, and apply information from METARs, TAFs, NOTAMs, and aeronautical charts.
Flight Plan Management: Competency in filing, amending, and managing ATC flight plans via AFTN, SITA, or other network systems.
Dangerous Goods Awareness: Familiarity with IATA Dangerous Goods Regulations (DGR) is highly desirable.
MS Office Suite: Proficiency in Microsoft Excel, Word, and Outlook for data management, reporting, and communication.

Soft Skills

Exceptional Attention to Detail: A commitment to 100% accuracy in a zero-error tolerance environment is absolutely essential.
Time Management & Prioritization: Superior ability to manage multiple flights and deadlines simultaneously in a high-pressure, time-critical setting.
Problem-Solving Acumen: The capacity to remain calm, think logically, and find effective solutions when faced with unexpected operational challenges.
Clear & Concise Communication: Excellent written and verbal communication skills for effective liaison with flight crews, dispatchers, and ground staff.
Teamwork & Collaboration: A proven ability to work effectively as part of a cohesive operational team.
Proactive & Accountable: A self-starting attitude with a strong sense of ownership and responsibility for assigned tasks.
Adaptability: Ability to adapt quickly to changing priorities, new technologies, and evolving procedures.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent GED.

Preferred Education:

Associate's or Bachelor's degree from an accredited institution.
FAA Aircraft Dispatcher License or equivalent international certification is a significant advantage.

Relevant Fields of Study:

Aviation Management
Aeronautical Science
Air Transportation & Logistics
Business Administration

Experience Requirements

Typical Experience Range:

2-4 years of experience within an airline or aviation-related operational environment (e.g., airline operations, ground handling, flight planning).

Preferred:

Direct prior experience in a role such as Flight Documentation Officer, Flight Operations Officer, Operations Agent, or Load Planner within an airline's Operations Control Center (OCC). Experience working in a 24/7 shift environment is highly preferred.