Flight Operations Coordinator

Job description

About this role

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone. Our client is a growing private aviation company committed to delivering safe, efficient, and exceptional flight operations. As the company continues expanding its operations, they are seeking a Flight Operations Coordinator to support the day-to-day execution of private aircraft operations by coordinating logistics, communicating with key stakeholders, and ensuring every flight operates smoothly within a fast-paced Part 135 environment.

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.

Qualifications and 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.
• Familiarity with FAA regulations and private aviation operational procedures is highly preferred.
• 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.