Office Manager

Office Manager

Location:

Fullerton, CA

Employment Type:

Full-Time Position Summary Kinetic Personnel Group is seeking a highly organized and proactive Office Manager to support the daily operations of a busy general aviation flight training facility. This role serves as the central point of coordination between students, flight instructors, aircraft, maintenance personnel, vendors, and the pilot shop. This is a hands-on operations role—not simply a front desk or receptionist position.

The ideal candidate thrives in a fast-paced environment, takes ownership of scheduling and administrative processes, communicates effectively with multiple stakeholders, and ensures day-to-day operations run smoothly.

Key Responsibilities Manage daily and future schedules for aircraft, flight instructors, students, ground school, simulator sessions, classrooms, and operational activities using scheduling software and office management systems. Proactively identify and resolve scheduling conflicts involving instructor availability, aircraft maintenance, student scheduling, classroom usage, cancellations, and operational changes. Serve as the primary point of contact for students, prospective customers, instructors, vendors, maintenance personnel, and visitors by providing exceptional customer service via phone, email, and in person.

Coordinate aircraft dispatch and check-in/check-out procedures while maintaining aircraft keys, dispatch binders, required documentation, receipts, and operational records. Verify completion of dispatch documentation and administrative requirements, escalating discrepancies or operational concerns to leadership when necessary. Coordinate maintenance communication by documenting aircraft discrepancies, tracking maintenance issues, scheduling aircraft downtime, adjusting flight schedules, and communicating aircraft availability after maintenance clearance. Support maintenance coordination efforts without performing maintenance, determining aircraft airworthiness, or making operational flight decisions.

Assist with pilot shop operations, including customer service, point-of-sale transactions, inventory organization, vendor coordination, and maintaining adequate training materials and supplies. Maintain accurate records for students, scheduling, dispatch, inventory, customer information, and office documentation. Prepare daily or weekly operational updates regarding aircraft availability, maintenance status, scheduling conflicts, inventory needs, and outstanding operational items. Follow established procedures, maintain confidentiality, exercise sound judgment, and recommend process improvements that enhance scheduling, communication, and operational efficiency.

Qualifications Previous experience in office management, operations coordination, administrative support, dispatch, scheduling, or customer service in a fast-paced environment. Excellent organizational skills with the ability to manage multiple priorities simultaneously. Strong verbal and written communication skills with a professional and customer-focused approach. Experience coordinating schedules involving multiple resources and personnel. Proficiency with Microsoft Office (Word, Excel, Outlook) and the ability to learn scheduling or dispatch software quickly.

Strong attention to detail and ability to maintain accurate documentation and records. Ability to work independently while collaborating effectively with multiple departments. Experience in aviation, flight schools, transportation, logistics, or operations is highly preferred but not required.

Preferred Qualifications

Experience with flight scheduling or dispatch software (such as Flight Circle or similar platforms). Previous experience supporting aviation operations, flight schools, or airport environments. Retail or point-of-sale experience is a plus. What We're Looking For We are looking for someone who enjoys being the operational hub of a busy organization. The ideal candidate is proactive, detail-oriented, adaptable, and able to keep multiple moving parts organized while delivering excellent customer service and maintaining efficient daily operations.