Flight Operations Coordinator

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

Responsibilities

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; 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; 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; 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; 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

Requirements

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; Experience managing multiple flight operations simultaneously; 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

Nice to have

FAA regulations; private aviation operational procedures