Administrative Dispatcher

Certified Aviation Services, LLC

•

Ontario, California

•

PERMANENT

Updated 09/02/2026

Job Description

Job Summary

Aircraft Maintenance Dispatcher

Roles & Responsibilities

1. Communication & Coordination

Monitor and respond to all three email accounts: LAX MX, Dispatch, and personal CAS email.

Ensure all inquiries are answered using the Dispatch email when appropriate.

When answering the Duty phone state "Good Morning/Afternoon/Evening This is your name with Certified Aviation at LAX how may I help you Sir/Maam"

Maintain professional, cooperative communication with all departments and personnel.

Leave clear shift-handover notes for the next Dispatcher, including any unresolved items.

2. Flight & Personnel Oversight

Monitor all scheduled flights during your shift.

Verify that assigned personnel have arrived for each flight.

If a technician has not reported, notify them via text at least 30 minutes prior to aircraft arrival or at the start of the shift.

Maintain awareness of manpower shortages, absences, or delays and coordinate coverage as needed.

Implement and coordinate emergency procedures when operational issues arise.

3. Work Order (WO) Management

Ensure only current-day work orders remain open on iPads.

Identify and address exception work orders in Job view.

Confirm that all work orders are properly completed and closed.

Highlight all completed flights for the current shift and verify any missed highlights from the previous day.

Enter progress updates or schedule changes into the maintenance system.

Ensure training work orders are properly tracked and updated in the Training SharePoint.

Monitor that employees do not exceed approved training hours and that completion percentages align with hours charged.

4. Timekeeping & Payroll Accuracy

Verify clock-in / clock-out punches for all employees on shift.

Review prior days for missing punches, lunch punches, or notes.

Ensure meal penalties and waivers are properly applied and filed by date.

Maintain accurate documentation for payroll and compliance.

5. Equipment, Tools & Inventory Control

Monitor and track vehicle keys, headsets, iPads, and ensure all are returned.

Maintain and oversee the locked tool cabinet:

Log tools checked out and returned

Ensure accountability for all tools

Review tools, expendables, and equipment inventory to confirm adequate stock levels.

6. Training & Compliance Support

Assist with maintenance training requirements, including:

• Read & Sign documents
• Ideagen entries
• Customer training
• Service Bulletins
• Maintain required documentation, including CAS-021 forms.
• Ensure training records remain accurate and audit ready.
• 7. Reporting & Logs

Complete and update:

On-Call Log

Call-Off Log

Verify night-shift emails for completeness (including ACA tallies).

Document any incomplete tasks and formally hand it over to the next Dispatcher.

Dispatcher Key Objective

Ensure safe, compliant, and efficient maintenance operations through accurate communication, proactive coordination, and disciplined oversight of people, paperwork, and equipment.

Thorough knowledge and advanced experience with Microsoft Word, Excel, Project, Access and PowerPoint

Excellent Communication Skills both verbal and written. Knowledge of and basic ability to speak the English language, spelling, punctuation, and sentence structure are essential.

Experience in call and email handling.

Strong project management and organizational skills. Attention to detail. Self-starter. Ability to multi-task and prioritize.

Strong work ethic and positive attitude. Has Initiative. Is creative, flexible, enthusiastic and innovative team player

Effective time management. Ability to work independently, and follow through to completion in a timely and efficient manner

Energetic and Tenacious attitude

Strong interpersonal skills

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