Sales Admin Coordinator - Egypt (CPL - MPL)

Role Provide sales administration and candidate coordination for applicants to Air Arabia Academy’s CPL and MPL programmes, supporting licensed pilots applying to the CPL pathway and new applicants to the MPL programme. Ensure application files are complete, guide candidates through the application process, and facilitate timely progression to the assigned Sales Officer.

Key Responsibilities

• Enquiries and Initial Response

• Act as the first point of contact for programme enquiries through approved channels.

• Record each enquiry in the CRM, send the initial response using approved information and templates, explain the application steps and required documents, and follow up on outstanding submissions.

• Document Checks

• Review submitted documents against the latest approved programme checklist.

• Check completeness, legibility, consistency of candidate details and applicable validity dates.

• Record missing items or discrepancies, request corrections, and escalate uncertain documents or eligibility questions for review.

• Apply the approved MPL checklist to pilot-related submissions, including licences, ratings, medical certificates, logbooks or flight-hour records, and other required documents where applicable.

• Flag expired, incomplete or inconsistent records for authorised review.

• Candidate Folders and Handover

• Create and maintain a structured digital folder for each candidate using the approved naming convention.

• File documents, correspondence and the completed checklist; update the CRM and hand over the folder link, verification summary, outstanding items and next actions to the assigned Sales Officer.

• ELP and GCAA Bookings

• Coordinate English Language Proficiency (ELP) bookings and required General Civil Aviation Authority (GCAA) appointments or assessments following internal instructions. Confirm required documents, candidate availability and booking details; send confirmations and reminders; track attendance, rescheduling and results received.

• Letters and Correspondence

• Prepare candidate letters and supporting correspondence using approved templates. Check names, passport details, programme information and dates; obtain the required review and authorised signature before issue; save the final version in the candidate folder.

• Records and Reporting

• Maintain accurate enquiry, document and booking trackers.

• Provide regular updates on pending documents, completed handovers, upcoming bookings and delays.

• Protect candidate information through approved systems and escalate issues that could affect the application timeline.

• Events and Outreach Support

• Support roadshows, exhibitions and school visits as assigned, including preparation of materials, registrations, candidate queries, lead capture and document collection.

• Attend events where required and record leads and follow-up actions promptly for Sales Officer coordination.

Qualifications And Skills

• Diploma or bachelor’s degree in business administration or a related field preferred.
• Experience in sales administration, customer service or admissions coordination; aviation or training-sector experience preferred.
• Strong written and spoken English and Arabic, with professional candidate communication skills.
• Good working knowledge of Microsoft Excel, Word, Outlook, CRM systems and shared digital folders.
• High attention to detail, organised follow-up, sound judgement and the ability to manage multiple cases remotely.
• Ability to learn MPL application requirements and recognise common pilot-document categories; familiarity with pilot licences, ratings and flight-hour records is an advantage.

Performance Measures

• Initial responses and candidate follow-ups completed within agreed service timelines.
• Accurate checklist completion and clear handovers with minimal avoidable rework.
• Timely, accurate bookings, reminders and approved letters.
• Current CRM records and candidate folders, with prompt escalation of outstanding issues.

Decision Authority Complete administrative document checks and coordinate next steps within approved procedures. Refer final eligibility decisions, exceptions, regulatory interpretation and admission approval to the authorised team.