Flight Operations Coordinator

The Flight Operations Coordinator will coordinate daily flight logistics between pilots, passengers, Fixed Base Operators (FBOs), maintenance providers, brokers, hotels, ground transportation vendors, and internal teams. This role supports operational planning, vendor management, customer communication, documentation, and flight coordination while ensuring accurate, timely, and efficient execution of every flight.

Role Overview

The Flight Operations Coordinator is ideal for someone with private aviation experience who thrives in fast-paced operational environments and enjoys solving logistical challenges while delivering exceptional customer service.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

Flight Coordination & Operational Support

• Coordinate daily flight logistics with pilots, passengers, brokers, FBOs, ground transportation providers, hotels, and maintenance vendors.
• Communicate flight schedules, operational updates, and itinerary changes to all stakeholders.
• Support the Operations team in managing day-of-flight logistics.
• Monitor operational timelines and proactively identify scheduling conflicts or disruptions.

Vendor Management

• Coordinate hotels, rental vehicles, fuel providers, catering, and other operational vendors.
• Assist with maintaining preferred vendor relationships and pricing.
• Verify pilot expense reports and supporting documentation for accuracy and compliance.
• Monitor vendor performance and escalate service issues when necessary.

Customer & Broker Communication

• Serve as the primary point of contact for brokers, passengers, pilots, and vendors throughout the flight coordination process.
• Provide timely updates regarding delays, itinerary changes, and operational adjustments.
• Deliver exceptional customer service in time-sensitive situations.

Documentation & Operational Compliance

• Maintain accurate flight records and operational documentation.
• Ensure operational information is properly recorded within internal systems.
• Support administrative tasks that contribute to efficient daily flight operations.

Team Collaboration

• Collaborate closely with Operations, Maintenance, Dispatch, and Executive Leadership.
• Support process improvements that enhance operational efficiency and customer experience.
• Contribute to a collaborative and solutions-oriented team environment.

Qualifications

Experience

• 2–5 years of experience coordinating private aviation or Part 135 flight operations.
• Prior experience supporting business aviation flight departments is required.
• Experience coordinating with pilots, FBOs, maintenance providers, brokers, and third-party vendors.
• Familiarity with FAA regulations and private aviation operational procedures is highly preferred.
• Experience managing multiple flight operations simultaneously.

Skills

• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Ability to prioritize multiple flights and competing operational demands.
• Experience using flight operations or scheduling software.
• Proficiency with Microsoft Office Suite.
• Strong operational documentation and recordkeeping skills.
• Excellent customer service and relationship management skills.
• Strong problem-solving abilities and attention to detail.
• Ability to remain calm under pressure in time-sensitive environments.
• Professional, proactive, and highly accountable.

What Success Looks Like

• Flight operations are coordinated accurately, efficiently, and with minimal disruption.
• Pilots, passengers, brokers, and vendors consistently receive timely and professional communication.
• Vendor relationships are effectively managed, resulting in reliable operational support.
• Flight documentation, expense reporting, and operational records remain accurate and organized.
• Internal teams rely on the Flight Operations Coordinator as a dependable operational partner.
• Operational processes continue to improve through proactive communication and collaboration.

Opportunity

This is an exciting opportunity to join a growing private aviation company where operational excellence is essential to every flight. As the Flight Operations Coordinator, you'll play a critical role in coordinating aircraft operations, supporting internal teams, and delivering an exceptional experience for passengers, pilots, and business partners while building a long-term career within the aviation industry.