Operations Administrator

Description

Summary: Luftavia Middle East WLL is seeking an Operations Administrator to provide structured administrative support to the operations function, ensuring efficient day-to-day organization of operational activity. Highlights: 1. Provide administrative support to operational leadership 2. Maintain clear records, track actions, and coordinate information flow 3. Support new station launches and operational improvement projects **Company:** Luftavia Middle East WLL **Location:** Bahrain **Job Type:** Full\-time Role Purpose Luftavia Middle East WLL is seeking an Operations Administrator to support the efficient day\-to\-day organisation of operational activity across the company and its wider business network. The role is based in Bahrain and provides structured administrative support to the operations function, helping ensure that documentation, communications, reporting, supplier coordination, travel arrangements, records, and internal follow\-up actions are organised accurately and in a timely manner. This position does not manage engineering operations, Maintenance Control Centre activity, aircraft technical decisions, AOG handling, corrective action management, or regulatory decision\-making. These responsibilities remain with the Head of Line Maintenance, Station Managers, Quality \& Compliance personnel, and other authorised managers. The Operations Administrator supports operational discipline by maintaining clear records, tracking actions, coordinating information flow, and assisting managers with practical administrative tasks required for smooth operational performance. Core Responsibilities1\. Operational Administration \& Coordination * Provide administrative support to the Operations Manager, Head of Line Maintenance, and relevant station leadership. * Assist with the preparation, circulation, and follow\-up of operational reports, meeting notes, action trackers, and internal updates. * Maintain organised records of station activities, operational correspondence, supplier details, customer\-related actions, and internal approvals. * Help coordinate communication between Bahrain, regional stations, contractors, service providers, and internal departments. 2\. Reporting, Records \& Action Tracking * Prepare and maintain simple performance, action, and status trackers as directed by operational management. * Collect information from stations and internal stakeholders to support operational reviews and management reporting. * Track agreed actions arising from meetings, station reviews, customer discussions, supplier matters, and internal projects. * Escalate overdue, incomplete, or unclear actions to the relevant manager without assuming technical or managerial authority. 3\. Station \& Project Support * Support the administration of new station launches, station reviews, operational improvement projects, and redeployment activities. * Assist with travel, accommodation, access arrangements, meeting schedules, document packs, and local coordination for operational visits. * Maintain project folders, contact lists, document registers, and task trackers for assigned operational initiatives. * Coordinate with internal departments to help ensure operational projects remain organised and properly documented. 4\. Supplier, Contractor \& Service Provider Coordination * Liaise with suppliers, subcontractors, contractors, and service providers on administrative matters as directed. * Support purchase request preparation, quotation follow\-up, invoice query routing, and supplier documentation gathering. * Maintain records of supplier communications, service requests, delivery updates, and outstanding administrative actions. * Route commercial or contractual issues to the appropriate manager or Finance representative. 5\. Customer \& Internal Communication Support * Assist with the preparation of customer\-facing letters, internal notices, meeting packs, and operational correspondence when requested. * Support Customer Relations and operational managers by compiling background information, timelines, and supporting documents. * Maintain a professional communication style when dealing with airline customers, partners, suppliers, and internal stakeholders. * Ensure sensitive operational or customer matters are handled discreetly and escalated appropriately. 6\. Finance \& Commercial Administration Support * Assist with administrative follow\-up relating to purchase orders, supplier invoices, customer billing queries, station costs, and supporting records. * Coordinate with Finance to help ensure operational records are complete and available when required. * Support basic cost tracking and document collection for operational projects, without replacing Finance oversight or approval authority. * Raise potential documentation gaps or administrative risks to the relevant manager. 7\. Quality, Compliance \& Document Control Support * Support the controlled organisation of operational documents, approvals, forms, templates, and evidence records. * Assist Quality \& Compliance personnel by coordinating administrative inputs and document requests when required. * Maintain awareness that technical, regulatory, safety, and compliance decisions remain with authorised personnel only. * Help ensure that operational records are stored clearly, consistently, and in line with company expectations. 8\. Governance Boundary * The Operations Administrator does not direct daily engineering operations, MCC activity, AOG handling, aircraft release, maintenance decisions, or station technical control. * The role does not replace the authority of the Head of Line Maintenance, Station Managers, Finance, Quality \& Compliance, Customer Relations, or HR. * The role supports managers through administration, coordination, documentation, and follow\-up; it does not make technical, financial, contractual, or regulatory approvals unless expressly authorized. Key Interfaces * Operations Manager / Head of Support Services * Head of Line Maintenance * Station Managers * Finance Team * Quality \& Compliance Team * Customer Relations * HR and Administration * Suppliers, subcontractors, contractors, and service providers * Airline customers and enterprise partners, where authorised Success Indicators * Accurate, timely, and well\-organised operational administration. * Reliable action tracking and follow\-up across assigned workstreams. * Clear communication between Bahrain, stations, departments, and service providers. * Complete and accessible records supporting operational, finance, and compliance needs. * Positive support to managers, customers, suppliers, and internal stakeholders. * Reduced administrative delays and improved operational visibility. Candidate Profile * Organised, reliable, and detail\-focused administrator. * Strong written and verbal communication skills. * Comfortable working in a fast\-moving operational environment. * Able to coordinate multiple tasks while maintaining confidentiality and professionalism. * Confident using Microsoft Office, email, shared folders, spreadsheets, action trackers, and business administration tools. * Commercially aware, service\-minded, and able to follow instructions clearly. * Culturally adaptable and comfortable working with international teams. * Prior aviation, MRO, airline support, logistics, or technical administration experience would be advantageous but is not essential. Additional Information This role is based in Bahrain and may require occasional flexibility to support international time zones, urgent administrative follow\-up, or operational project deadlines. Any travel will be subject to business requirements and management approval. Training will be provided for the successful candidate. We thank all applicants for their interest. Only shortlisted candidates will be contacted Pay: BD1,000\.000 \- BD1,500\.000 per month Work Location: In person