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Compliance Coordinator- Drug & Alcohol Compliance Department

XOJET Aviation, LLC is a member of the Vista Global Holding Ltd. family of companies that are leaders in the private aviation industry. Dedicated to providing a suite of tech-driven private aviation services for corporations, governments, and individuals around the globe; these brands include VistaJet, FlyXO, GMJ Air Shuttle and Red Wing Aviation among others.
The primary responsibility of the Compliance Coordinator is to provide support to the Compliance Manager regarding employment clearances of safety-sensitive employees (PRIA), Known Crew Member (KCM) Program and the DOT and NON-DOT Drug and Alcohol Programs. Serves as Designated Employee Representative (DER) in the absence of the primary DER.

Your Responsibilities

PRIA & Criminal Background Compliance (All Safety-Sensitive Employees)including but not limited to, XOJET Aviation LLC (DOT), GMJ Air Shuttle, LLC (Non-DOT), Red Wing Aviation (DOT & Non-DOT).
  • Set up files for each safety-sensitive new-hire
  • Processes New Hire & Contract Employee PRIA Applications – works with candidate to ensure completion and accuracy both onsite and for offsite events
  • PRIA applications
  • Non-Pilot Safety Sensitive Application
  • Monitor clearance of FSSolutions and NATA background checks daily to ensure new data is processed.
  • Paperwork follow-up, filing and destruction
  • Assist with the on-boarding process
  • Completes PRIA interviews with new applicants. Reports any discrepancies to CPO
  • Interfacing with Federal Aviation Administration (FAA) and other vendors
  • Assist with the termination process
  • Verification for Previous Employees
  • Co-manage the shared PRIA inbox in Outlook
  • NATA CHRC fingerprinting application for all required flight & ground crew members
State of Florida Public Notary:
  • Notarize and submit 8060-13 NDR FAA PRIA form
  • Maintains notary currency.
  • Notarizes company documents as needed
Drug and Alcohol Compliance:  including but not limited to, XOJET Aviation LLC (DOT & Non-DOT), XO companies (Non-DOT), GMJ Air Shuttle, LLC (Non-DOT), Red Wing Aviation (DOT & Non-DOT).
  • Coordinate, Schedule, and Notification for pre-employment, random and follow-up drug testing as required.
  • Conduct paperwork follow-up, filing and destruction
  • Ensure test results are current with the TPA
  • Create test packets as required for all entities and needed drug/alcohol testing required for DOT and NON-DOT
  • Updating and confirming the COC information is correct and sending out new packets as Company information changes.
  • Assign required training and track progress for new hire and annual Non-Pilot Safety Sensitive Employee training
  • Assist with the on-boarding process
  • Assist with onsite training
  • Interfacing with Third Party Administrator (TPA) and Collection site/Laboratory representatives
  • Assist with the termination process
  • Verification for Previous Employees
  • Co-manage the shared Drug and Alcohol inbox in Outlook
  • Completes any Online Training and Webinars relating to Drug and Alcohol compliance
  • Can assist with INDOC Presentation to Pilots, Cabin Hostess and Non-Pilot Safety Sensitive Drug and Alcohol Training in absence of the Compliance Manager
Audit Compliance: including but not limited to: (XOJET Aviation LLC (DOT), Red Wing Aviation (DOT) and GMJ Air Shuttle, LLC (Non-DOT):
  • Participates in required Self-Audits
  • Reports any critical compliance deficiencies that affect the company operations
  • Audits Safety Sensitive Records to ensure compliance
  • Continually monitors the TSA web board and all NATA communications daily to identify new regulatory requirements
  • Assists the Compliance Manager with any required FAA / DOT Audits and required tasks
Known Crew Member Program Administration – KCM: including but not limited to: (XOJET Aviation LLC (DOT) and GMJ Air Shuttle, LLC (Non-DOT):
  • Assists the KCM program manager as needed with the following:
  • Enrolls employees and coordinates with NATA the issuance of badges – new hire, recurrent, lost/damaged
  • Maintains badge data base (in-house)
  • Deactivates and collects badges of terminated employees
Other Duties:
  • Open mail
  • Answer phones
  • Assists with meeting/training in absence of Manager
  • Coordinate with other teams as needed
  • Perform other special projects as assigned

Required Skills, Qualifications, and Experience

  • Two years adminstration & customer service experience
  • One year aviation prefered but not necessary.
  • Excellent time management and organizational skills
  • Meticulous attention to detail
  • Ability to interact with employees of various levels of management
  • Excellent oral and written communication skills
  • Experience with operating procedures and manuals for government agencies
  • Familiarity with the writing styles of Federal agencies
  • Computer-literate with a strong, working knowledge of Microsoft Word, Excel & Outlook
  • Ability to maintain strict confidentiality
  • Ability to work effectively with other departments
  • High School Diploma or equivalent
  • Hold a Florida Public Notary or qualifications to obtain a State of Florida Public Notary
We offer excellent benefits that include medical, dental, vision insurance, paid time off, 401(k) with a company match, and much more!