Technical Records Administrator and Analyst

Founded in 2000 by three former Royal Canadian Air Force (RCAF) CF-18 fighter pilots who identified an opportunity to improve military readiness training, Top Aces has since established itself as the world leader in contracted adversary air (ADAIR) services and joint terminal attack controller (JTAC) training.

We pride ourselves on our unblemished safety record, having flown an industry leading 130,000+ hours of operational training without accident in support of customers worldwide, including Canada, the U.S., Germany, and multiple other NATO allies and international partner nations.

Our vision is to be the most trusted provider of innovative defense training solutions, continuously elevating standards in an industry where "Experience Matters." This commitment to innovation and technology ensures we remain adaptable, training allied militaries to succeed against evolving threats.

Top Aces’ dynamic team contributes to delivering on our purpose of training the next generation of combat leaders by living our values of Service, Integrity, Excellence, and Together every day!

Join our team!

Essential Duties and Responsibilities:

• Verify completed work orders for accuracy and compliance with regulatory requirements, ensuring the information in RAMCO is correct prior to executing their final closure
• Responsible for the company Technical Records SharePoint site to oversee and monitor all necessary on-board aircraft documentation, ensuring timely reminders are sent to responsible individuals for any impending document expirations and update all operational documents such as AFMS’s, SPFP’s, this includes Transport Canada exemptions, authorizations, and deviations issued
• Organize and maintain G-counter slips and update ROD formulas in Ramco in support of fatigue analysis
• Track/review Emergency Locator Transmitter (ELT) and Personal Locator Beacons (PLB’s) for all company owned aircraft in RAMCO and update the Canadian Beacon Registry as required
• Assist Airworthiness Manager with new aircraft importations for submission to Transport Canada
• File Annual Airworthiness Information Report (AAIR) with Transport Canada
• File Aircraft Major Modifications/Repairs (MMR) reports with Transport Canada and maintain copies on SharePoint Department Technical Records SharePoint site
• Track and monitor all Certificates of Conformance related to the aircraft parts and ensure paperwork is uploaded in RAMCO system
• Conduct research and investigations on behalf of management/technicians of technical records and related data for information, accuracy and compliance
• Manage and update the department’s Technical Records site for all Top Aces aircraft, ensuring accurate, current documentation and preserving historical data for each aircraft
• Order and track Technician Stamps along with Quality Assurance Training and Standards team
• Prepare and organize pick-up and delivery of archival materials
• Set up accounts in Aircraft Maintenance System (AMS) for historical review for employees as requested.
• Review, organize, and file all incoming technical records on a weekly basis
• Receive and process incoming mail
• Prepare outgoing mail and track related records as required, including the shipment of original Technical Records such as Engine Books, Martin Baker Seat, and Miltex log cards, as per procedure to support maintenance activities
• Monitor and ensure subscriptions are up to date in Technical Publications – Subscriptions on SharePoint
• Maintain physical and digital technical records in accordance with relevant policies, procedures and regulatory requirements.
• Assist in developing processes for continuous improvements; and
• Perform any other duties as may be assigned from time-to-time including helping with special projects assigned by the Quality Assurance Department
  
  
  

Education and/or Work Experience Requirements:

• Education in Records Management, Library, Information or Archival Studies, an asset
• Strong organizational skills including an attention to detail and ability to meet deadlines
• Ability to rigorously apply, follow and maintain rules, regulatory requirements, procedures and processes
• Strong MS Office Skills
• Experience with SharePoint, RAMCO and AMS (Aircraft Management System), an asset
• Valid driver’s license and vehicle, an asset
• Ability to occasionally work outside of normal office hours
• Pro-active and resourceful skills to help prevent and solve problems
• Positive, professional attitude, able to take initiative
• Willingness and resourcefulness to roll up your sleeves to get the job done
• Ability to work independently as well as in a team, in a fast-paced environment, multitask and prioritize competing demands
• Demonstrates strong and visible support of our values
  
  
  

Working Conditions

May be required to be on call on a rotation basis

Security Clearance Requirements/ CGP / ITAR:

Position requires Controlled Goods Clearance and Level 2 Secret Clearance

By joining Top Aces, you will find:

• A work environment in which service, integrity, excellence and teamwork are highly valued;
• Opportunities for development and growth;
• Multidisciplinary and multicultural collaboration at a local and global level;
• A flexible schedule;
• Attractive benefit plan.
  
  
  

Come share your passion with us! Here, you’ll be encouraged, empowered, and challenged to be your best self.

Equal Employment Opportunity

At Top Aces, all employees are welcome regardless of race, nationality, color, religion, sex, gender identity or expression, sexual orientation, disability or age. The masculine form may be used in this job description solely for ease of reading but refers to men, women and gender diversity.