Job Description

Title: Corporate Aviation Coordinator

Job Description:

The Corporate Aviation Coordinator is responsible for managing all aspects of private aircraft operations, ensuring seamless execution of daily tasks related to flight scheduling, aircraft upkeep, administrative support, financial management, travel arrangements, and compliance. This role combines operational efficiency with attention to detail, maintaining the highest standards of service, safety, and regulatory compliance for the aircraft, while overseeing both financial and logistical operations. This position will split time between Parsippany and Morristown , depending on operational needs.

Key Responsibilities:

Flight Scheduling & Coordination:

• Oversee and manage the scheduling of flights, ensuring all logistics are handled efficiently and according to the needs of passengers.
• Coordinate with pilots, crew, and other relevant personnel to ensure timely and smooth departures and arrivals.

Aircraft Stocking & Maintenance:

• Conduct routine checks to ensure cabin supplies and amenities are current, of high quality, and ready for each flight.
• Prepare the aircraft with catering, amenities, and special requests, ensuring the cabin is spotless and fully equipped prior to departure.
• Source, shop for, and stock the aircraft according to the owner’s preferences, rotating and replacing supplies as needed.
• Maintain detailed knowledge of the owner’s food preferences, needs, allergies, and other personalized requests.

Travel & Administrative Support:

• Book car rentals, hotel accommodations, dining reservations, and other travel logistics for passengers and crew.
• Maintain up-to-date records of flight logs, maintenance schedules, and relevant administrative documentation.
• Regularly update passenger profiles and maintain accurate records of aircraft supplies and operations.
• Assist with managing the budget for aircraft operations, keeping accurate records of expenses and purchases.
• Oversee reimbursements for pilots and other crew members, ensuring accuracy and efficiency.
• Responsible for SIFL (Standard Industry Fare Level) calculations and reporting to ensure compliance with IRS and regulatory requirements.

Compliance & Safety:

• Ensure all flight operations comply with aviation regulations, including safety and maintenance standards.
• Assist with coordinating regular inspections and necessary maintenance for the aircraft.

Skills & Qualifications:

• Prior experience in aviation or private aircraft operations required
• Strong organizational, financial, and time management skills.
• Ability to manage multiple tasks and prioritize effectively.
• Strong attention to detail and ability to handle sensitive materials and information with discretion.
• Excellent communication skills, both verbal and written.
• Experience in bookkeeping or financial management preferred.
• Requires Experience with corporate aircraft scheduling and tracking software.
• Airplane Manager, FlightAware, and ForeFlight preferred.
• Knowledge of SIFL calculations and compliance procedures preferred.
• Preferred experience:
• FBO Customer Service Representative
• Flight Attendant
• Scheduler / Dispatcher

We offer a highly competitive compensation package for this outstanding position plus a quarterly bonus along with a full range of top quality benefits and employee services including: medical, prescription, dental, vision, life and disability income insurance programs, 401k retirement plans with company match, generous tuition aid program, paid vacation, sick and personal days, paid holidays and flexible work hours with compressed work week options. We recognize and reward our employee's accomplishments and host several employee engagement events per quarter.

This position is at our Parsippany, NJ corporate offices location.

Pay Range: $77,600-$89,300

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