Flight Operations Coordinator

This opportunity is open to candidates located in LATAM, Africa, and Eastern Europe. Because the position supports U.S.-based clients, applicants must be available to work during U.S. business hours according to the client’s time zone.

Our client is an expanding private aviation company focused on providing safe, efficient, and high-quality flight operations.

As its operations continue to grow, the company is looking for an experienced Flight Operations Coordinator to help manage the daily logistics and coordination required to keep private aircraft operations running smoothly.

This position involves working closely with pilots, passengers, brokers, Fixed Base Operators (FBOs), maintenance teams, transportation providers, hotels, and other operational partners.

The ideal candidate has previous private aviation or Part 135 experience, excellent organizational skills, and the ability to manage changing priorities in a fast-moving environment.

Role Overview

As a Flight Operations Coordinator, you will help oversee the logistical execution of daily flights from planning through completion.

You will coordinate schedules, communicate operational changes, arrange necessary services, maintain documentation, and ensure pilots, passengers, vendors, and internal teams have the information and resources they need.

You will also play an important role in resolving operational challenges, maintaining strong vendor relationships, and delivering responsive customer service when schedules or flight requirements change unexpectedly.

Location & Schedule

Fully Remote | 9:00 AM – 5:00 PM EST

Candidates must be able to consistently work during the required U.S. business hours.

Key Responsibilities

Flight Coordination & Operations

Coordinate daily flight requirements with pilots, passengers, brokers, FBOs, hotels, maintenance providers, ground transportation companies, and other vendors.

Communicate flight schedules, itinerary updates, delays, and operational changes clearly and promptly to the appropriate stakeholders.

Assist the Operations team with day-of-flight coordination and ensure required arrangements are completed on time.

Monitor flight schedules and operational timelines to identify potential conflicts, delays, or logistical issues before they affect operations.

Vendor & Logistics Management

Arrange and coordinate hotels, rental vehicles, fuel services, catering, ground transportation, and other flight-related services.

Help maintain productive relationships with preferred vendors while supporting pricing and service arrangements.

Review pilot expense reports and accompanying documentation to confirm accuracy and compliance with internal procedures.

Monitor vendor service quality and escalate operational or service concerns when necessary.

Passenger, Pilot & Broker Support

Act as a key communication point for passengers, pilots, brokers, vendors, and other stakeholders throughout the flight coordination process.

Provide timely information regarding delays, schedule changes, itinerary adjustments, and other operational developments.

Maintain a professional and customer-focused approach when handling urgent requests or time-sensitive situations.

Documentation & Compliance

Maintain accurate flight records, operational documents, and related information.

Ensure flight and logistics information is correctly entered and updated within internal systems.

Assist with administrative and documentation responsibilities that support efficient and compliant flight operations.

Cross-Functional Collaboration

Work closely with Operations, Dispatch, Maintenance, and Executive Leadership to ensure effective coordination across departments.

Identify opportunities to improve workflows, communication, and overall operational efficiency.

Contribute to a collaborative, accountable, and solutions-focused working environment.

Qualifications

Applicants should have approximately 2–5 years of experience in private aviation coordination or Part 135 flight operations, with previous experience supporting business aviation flight departments.

Candidates should be familiar with coordinating pilots, FBOs, maintenance providers, brokers, passengers, and third-party vendors.

Knowledge of FAA regulations and private aviation operating procedures is strongly preferred.

Experience managing several flights, schedules, and operational requirements simultaneously is also important for this position.

Skills & Competencies

The successful candidate should have excellent organizational and multitasking abilities, along with strong written and verbal communication skills.

You should be comfortable prioritizing multiple flights and competing operational requirements while maintaining accuracy and attention to detail.

Experience with aviation scheduling or flight operations software is preferred, along with proficiency in Microsoft Office applications.

Strong documentation, recordkeeping, customer service, vendor management, and problem-solving skills are essential.

Because aviation operations can change quickly, candidates should be able to remain composed under pressure, respond proactively to problems, and demonstrate a high level of professionalism and accountability.

What Success Looks Like

Success in this position means flights are coordinated accurately and efficiently with minimal operational disruption.

Pilots, passengers, brokers, vendors, and internal teams receive clear and timely communication throughout each operation.

Vendor arrangements are properly managed, operational documentation and expense records remain organized and accurate, and potential issues are identified and addressed before they significantly affect a flight.

Over time, the Flight Operations Coordinator will become a trusted operational partner who helps strengthen internal processes and improve the overall experience for passengers, pilots, and business partners.

Career Opportunity

This position offers an opportunity to become part of a growing private aviation organization where effective coordination is essential to the success of every flight.

As a Flight Operations Coordinator, you will have a direct role in supporting aircraft operations, coordinating critical logistics, assisting internal teams, and ensuring passengers, pilots, brokers, and vendors receive dependable operational support.

The position also provides an opportunity to develop your expertise and build a long-term career within the private aviation industry.

Application Process

To be considered for this opportunity, applicants are required to:

• Complete the online application form.
• Record and submit a video demonstrating their relevant experience, professional strengths, and skill set.