Job Summary
We are seeking a highly organized, detail-oriented Documentation & Workflow Coordinator to support our Customer Service Department within a growing FAA Part 145 aviation repair organization. This role plays a critical part in ensuring customer approvals, documentation, records, and repair workflows are processed accurately and efficiently.
The ideal candidate thrives in a structured, fast-paced environment, takes pride in maintaining accurate records, and understands the importance of moving work forward without constant supervision. Individuals with experience in medical administration, medical records, healthcare operations, insurance processing, prior authorizations, or other documentation-intensive office environments often excel in this position.
This is not simply a filing role. The Documentation & Workflow Coordinator serves as a key link between customer service, inventory, shipping, management, and repair operations, helping ensure that customer assets and documentation move efficiently through every stage of the repair process.
Responsibilities:
- Process and maintain customer, operational, and business documentation with a high degree of accuracy.
- Coordinate administrative workflows to ensure information and approvals move efficiently between departments.
- Organize, file, retrieve, and maintain physical and electronic records in accordance with company procedures.
- Monitor the status of work in process and communicate updates to appropriate team members.
- Review documentation for completeness and identify discrepancies requiring follow-up.
- Support customer service, operations, shipping, inventory, and management teams with administrative tasks and information requests.
- Assist with data entry, reporting, record maintenance, and general office functions.
- Contribute to process improvements and help identify opportunities to increase efficiency and accuracy.
- Perform other administrative and operational support duties as assigned.
What we are looking for:
- High school diploma or equivalent required.
- Two or more years of experience in an administrative, records management, healthcare administration, medical office, customer service support, or office operations role.
- Strong attention to detail with a commitment to accuracy.
- Ability to maintain productivity while handling repetitive documentation and filing tasks.
- Excellent organizational and time management skills.
- Proficiency with Microsoft Outlook, Word, and Excel.
- Strong written and verbal communication skills.
- Ability to work independently, prioritize responsibilities, and take initiative.
- Comfortable working in a fast-paced environment with changing priorities.
- Experience in aviation, manufacturing, logistics, healthcare administration, medical records, insurance processing, or other regulated industries is a plus.
Pay: From $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- How many years of experience do you have working with large volumes of records, documentation, or files?
- Tell us about a time you identified a problem, bottleneck, or inefficiency in your work and took action to improve it. What was the situation and what was the outcome?
- This role requires frequent filing, retrieving, organizing, and handling physical records throughout the day, including standing, walking, bending, and lifting files and office materials. Are you comfortable performing these duties on a daily basis?
- What are your expectations for an hourly rate of pay?
Work Location: In person
