Flight Coordinator

Summary and Objective  

To coordinate/communicate timely, accurate and efficient assignment of flights to crewmembers. 

Essential functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

• Support crew members with airline travel and rental car arrangements, accurately recording movements in the scheduling system. Ensure timely updates to the tactical operations board and promptly notify affected departments of any changes. 

• Ensure the tactical operations board is updated and notify impacted departments.  

• Verify that aircraft weight and balance comply with operational standards.  

• Assist crew members with necessary flight adjustments in the event of disruptions. 

• Ensure all Crewmembers are accurately briefed or re-briefed of any and all duties assigned by flyExclusive scheduling department in accordance with the Fly Exclusive Operations Manual, Company Operations Specifications, Company Policies and Procedures, Federal Aviation Regulations, and department guidelines. 

• Ensure required trip sheets and all other required trip documents are sent to and received by the appropriate flight department and/or crewmembers. 

• Ensure all required customs, immigration, agriculture, international handling requirements, or foreign government regulations and requirements are met for every flight segment. 

• Responsible for the accurate and timely flight following for the flyExclusive fleet and any supplier providing lift and the efficient dissemination of such information to client services, scheduling, and all other interested parties. 

• Responsible for obtaining, monitoring, tracking, and disseminating any operational restriction to daily operations including, but not limited to: Notams, AROs, noise restrictions, FBO hours of operation, and airport capabilities. 

• Responsible for proactively monitoring weather and air traffic control status and any other possible schedule interruption to client services, scheduling, and all other interested parties as necessary. 

• Coordinate and arrange all trip logistics for crew and passengers as required including but not limited to catering, hotels, ground transportation, and airline services. 

• Compile and analyze data related to the dispatch function and prepare reports as required. 

• Must be highly knowledgeable of the flyExclusive Operations Manual, FAA and International Regulations, Company Operations Specifications, Company Policies and Procedures, and other pertinent information relating to his/her duties. 

• Perform other duties as assigned by management. 

Skills and Abilities: 

• Being a self-starter who is highly motivated with strong initiative 

• Interpersonal skills with an emphasis on strong communication skills in both oral and written forms 

• Effective time management  

• Attention to detail 

• Focus on excellence 

• Adaptability 

• Accountability and having hard conversations 

Other cognitive processing 

• Memorization 

• Reasoning and connecting ideas 

• Adept quick learning  

• Problem finding and solving 

• Multi-tasking 

• Detail orientation 

• Basic Understanding of Computer Applications and Data Entries.  

• Must be available and flexible to work variable shifts including weekends and holidays.  

Competencies 

• Proficient in Microsoft Word, Excel and PowerPoint. 

Supervisory responsibilities 

• NA 

Work environment 

• Typical office and computer lab environment with frequent interruptions. 

Physical demands 

• Ability to see and hear clearly  

• Ability to read, comprehend, and speak English clearly  

• Ability to sit, stand, and walk for extended periods  

• Ability to regularly lift/move up to 30 pounds  

Dress Code and Uniform 

• Well-groomed appearance 

• Adherence to department dress code 

Travel required 

• Some, less than 10% 

EEO statement  

flyExclusive does not discriminate based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity. 

Other duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

Required education and experience 

• High School diploma or Equivalent 

• Excellent prioritization and coordination skills in a fast-paced environment. 

• Creative problem resolution skills. 

• The ability to develop and maintain long-term relationships with internal and external customers. 

• Excellent written and verbal skills. 

• Must be authorized to work lawfully in the United States, must provide two forms of Federal Identification. 

• Candidates must successfully complete a comprehensive background check prior to employment. This includes verification of previous employment, education, criminal history, and any other relevant information necessary to determine the suitability for the position. 

Preferred education and experience 

• A bachelor's degree in aviation, or equivalent experience. 

• Knowledge of business jet performance capabilities.