Flight Scheduler​/Dispatcher & Administrative Coordinator

A private Part 91 corporate flight department seeks an experienced Flight Scheduler / Dispatcher & Administrative Coordinator to support domestic and international flight operations and handle daily department administration.

• Maintain accurate aircraft, helicopter, crew, and maintenance schedules; identify conflicts and coordinate proposed changes with the appropriate personnel.
• Work with executive assistants and passengers to obtain trip requirements, maintain current travel information, and communicate approved arrangements and schedule changes.
• Coordinate domestic and international trip logistics, including landing and overflight permits, airport slots, prior permissions, customs and immigration, ground handling, and fuel.
• Arrange crew accommodations, airline travel, ground transportation, and other trip-support services.
• Maintain passenger manifests, travel-document information, trip notes, and service requirements with close attention to accuracy and confidentiality.
• Obtain supplemental charter options and coordinate bookings when approved.

• Prepare and update flight packages, including flight plans, weather information, NOTAMs, airport restrictions, handling details, and required trip documentation.
• Support flight crews with route planning, airport suitability research, operating-hour restrictions, customs availability, and other destination requirements.
• Interpret aviation weather and communicate forecasts, developing conditions, and potential operational impacts to flight crews.
• Coordinate flight-plan preparation and filing with the assigned captain and participate in preflight briefing calls.
• Provide active flight following during assigned coverage periods, including extended international trips across multiple time zones.
• Monitor flight progress, en-route and destination weather, airport conditions, and delays; promptly communicate developments requiring attention.
• Anticipate disruptions, research practical alternatives, and coordinate proposed changes with the assigned captain and Director of Operations.

• Maintain department correspondence, trip files, operational records, contact lists, and vendor account information.
• Review fuel charges, handling invoices, other flight-related bills, and expense reports for accuracy; investigate discrepancies and obtain required approvals.
• Coordinate accounts payable and vendor payments under established approval procedures.
• Maintain organized receipts and supporting documentation for department expenditures.
• Coordinate Crew and airport identification badges, access credentials, and related administrative requirements.
• Follow through on outstanding vendor requests, billing questions, and administrative tasks.

• Track crew qualifications, currency, recurrent training requirements, pilot medical certificate expiration dates, and other required documents; flag upcoming deadlines.
• Maintain records supporting the department’s safety-management activities and applicable international reporting requirements, including emissions reporting.
• Keep operational contacts, service-provider information, and administrative procedures current.

The employee is expected to take initiative and independently complete routine arrangements within established procedures, approved trip plans, and authorized spending limits.

Changes to approved trip plans will be coordinated with the assigned captain and Director of Operations for the required approvals. Personnel decisions, department policies, budgets, and commitments outside delegated limits remain with the Director of…