Assigned Flight Coordinator

SUMMARY OF RESPONSIBILITIES:

• Provide comprehensive operational support to the assigned client throughout the entire flight management process, including pre-flight planning, active flight monitoring, and post-flight close-out activities.
• Serve as the primary operational point of contact with an assigned client representative responsible for managing aircraft movements.
• Plan and coordinate flight routing and itineraries, ensuring compliance with flight crew duty time, rest requirements, Standard Operating Procedures (SOPs), and applicable Canadian Aviation Regulations (CARs).
• Manage customs, immigration, and airport notifications, including pre-alerting relevant authorities of confirmed flight assignments.
• Obtain required foreign government landing permits, overflight permits, and ground handling arrangements for international operations, confirming all operational prerequisites.
• Coordinate operational changes to flight schedules, including revising arrangements and securing suitable replacement aircraft in collaboration with Flight Crew and internal stakeholders.
• Monitor airport conditions, weather systems, airspace constraints, and air traffic control restrictions, providing timely and relevant updates to Flight Crew and Client Account Managers.
• Conduct risk assessments for new or high-risk destinations in collaboration with management and Flight Crew.
• Confirm aircraft and crew positioning and verify Minimum Equipment List (MEL) status prior to flight execution.
• Monitor flights in progress and proactively communicate operational updates as required.
• Prepare and maintain required operational and billing documentation, including flight tracking for invoicing purposes.
• Perform Flight Crew administrative support duties, including credit card expense coding, receipt collection, and documentation reconciliation.
• Complete post-trip responsibilities such as updating flight logs, participating in post-flight reviews, and supporting Account Managers with client profile updates.
• Maintain availability on an as-needed basis, including evenings, nights, weekends, and holidays, to support operational continuity and issue resolution.

• Bachelor’s degree or college diploma in Aviation Management, Business Administration, or related field, or equivalent industry experience.
• Minimum three (3) years of experience in corporate flight operations or a closely related aviation role.
• Exceptional customer service skills with strong verbal and written communication abilities.
• Proven ability to work effectively in a fast-paced, 24/7 operational environment, including on-call responsibilities outside standard business hours.
• Working knowledge of Canadian Aviation Regulations (CARs); familiarity with the FAA and EASA regulatory frameworks is considered an asset.
• High level of professionalism, discretion, and confidentiality when working with executive-level clients.
• Demonstrated ability to take initiative, make sound decisions, and perform under pressure while meeting tight deadlines.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong ability to work independently with minimal supervision.
• Highly adaptable and comfortable managing frequent changes in a dynamic operational environment.

Our perks and benefits include but are not limited to:

• Hybrid working arrangements
• Competitive group health benefits coverage for you and your eligible dependants, including health, vision and dental plans
• Employee assistant program
• Group retirement savings plan with company matching contribution
• Paid time off including sick days and personal days
• Employee Referral Program
• Service Awards