Aircraft Parts & Records Coordinator

Aircraft Parts & Records Coordinator

Aitheras Aviation Group, LLC

Location: Cleveland, Ohio (Burke Lakefront Airport - BKL)

Join a Mission That Matters

Aitheras Aviation Group is a leading provider of worldwide air ambulance and medical transport services, dedicated to delivering exceptional patient care through safe, reliable, and compassionate aviation operations. We are seeking a highly organized and detail-oriented Aircraft Parts & Records Coordinator to join our Maintenance Department in Cleveland, Ohio.

This position plays a critical role in supporting aircraft maintenance operations through effective inventory management, maintenance record administration, aircraft parts procurement, vendor coordination, and maintenance tracking activities. The ideal candidate will be a proactive professional with strong aviation knowledge, exceptional organizational skills, and the ability to thrive in a fast-paced operational environment.

About Aitheras

Since 2005, premier medical facilities throughout the United States and around the world have trusted Aitheras Aviation Group to transport critically ill and injured patients safely and efficiently. Our culture of safety extends throughout every aspect of our operation, from clinical excellence and crew training to aircraft maintenance and flight operations.

Aitheras is among a select group of non-scheduled fixed-wing operators certified under the FAA Safety Management System (SMS), helping establish and maintain the highest standards of safety within the air medical industry.

Compensation & Benefits

• Competitive salary starting at $45,000 annually, with compensation negotiable based on experience and qualifications
• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan with Company Contribution
• Paid Time Off (PTO)
• Professional Growth and Development Opportunities
• Dynamic and Mission-Driven Work Environment

Position Summary

The Aircraft Parts & Records Coordinator is responsible for managing maintenance record systems, overseeing Corridor maintenance tracking activities, reconciling aircraft flight records, maintaining parts inventory, coordinating core and rotable returns, monitoring tooling and equipment status, and supporting maintenance work order completion.

This individual will work closely with Maintenance leadership to ensure regulatory compliance, operational efficiency, accurate recordkeeping, and cost-effective procurement of aircraft parts and services.

Minimum Qualifications

• High School Diploma or GED required

• Associate's degree, bachelor's degree, or additional aviation-related education preferred

• Minimum of two (2) years of direct aviation parts, maintenance records, inventory control, or maintenance administration experience

• Familiarity with aviation terminology, aircraft parts documentation, and maintenance recordkeeping

• Ability to read, analyze, and interpret:

• Aircraft part numbers

• Flight sheets

• Vendor quotations

• FAA Form 8130 documentation

• FAA Form 8110 documentation

• Maintenance and procurement records

• Strong written and verbal communication skills

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, and related applications)

• Experience with aviation maintenance management software such as:

• Corridor

• CAMP

• CMP

• Flightdocs

• Similar aviation tracking platforms

• Working knowledge of FAA regulations and aviation maintenance compliance requirements

• Strong organizational, analytical, and problem-solving abilities

• Ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail

• Ability to work independently and collaboratively within a fast-paced maintenance environment

Essential Duties & Responsibilities

Aircraft Parts & Procurement

• Coordinate with the Director of Maintenance and Lead Mechanics to procure aircraft parts for AOG events, scheduled maintenance, and stock inventory requirements.
• Obtain competitive quotations from vendors, MROs, and suppliers to achieve cost savings, reduce lead times, and improve service levels.
• Maintain accurate purchasing records and documentation for all parts transactions.
• Ensure aircraft parts covered under maintenance programs (ProParts, JSSI, MSP, ESP, and others) are processed through the appropriate program representatives.
• Conduct incoming parts inspections and verify required documentation in accordance with company procedures and quality assurance standards.
• Properly identify, tag, label, and inventory all incoming aircraft parts.
• Coordinate, track, and process all warranty claims, core returns, and rotable exchanges to ensure timely credits and recoveries.
• Develop and maintain strong relationships with vendors, suppliers, and maintenance service providers.

Aircraft Records Administration

• Reconcile daily flight sheets, aircraft times, cycles, and usage reports submitted by flight crews.
• Communicate with crewmembers to resolve discrepancies and obtain corrected documentation when necessary.
• Enter and maintain aircraft times, cycles, and maintenance information within maintenance tracking systems.
• Support maintenance work order administration and completion documentation.
• Maintain accurate and compliant aircraft maintenance records in accordance with FAA requirements and company policies.

Inventory & Asset Management

• Audit and maintain aircraft parts inventory at the Cleveland maintenance facility (BKL).
• Monitor stock levels and recommend inventory replenishment as required.
• Track tooling, equipment, life rafts, life vests, and related maintenance assets across all company locations.
• Identify surplus, obsolete, quarantined, or saleable inventory and recommend appropriate disposition actions.
• Ensure inventory records remain accurate and current.

Reporting & Continuous Improvement

• Prepare and update maintenance due lists for review by Maintenance leadership.
• Communicate inventory shortages, record discrepancies, compliance concerns, and procurement opportunities.
• Identify operational efficiencies, cost-saving initiatives, and process improvements within maintenance support functions.
• Collaborate with the Director of Maintenance and Vice President of Operations to support departmental objectives and fleet readiness.

Why Join Aitheras?

At Aitheras, every flight has a purpose. Our team supports life-saving medical transport missions across the globe, providing critical care transportation when patients need it most. If you are passionate about aviation, committed to excellence, and want to play a meaningful role in a mission-driven organization, we encourage you to apply.

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