• Jet Aviation Staffing-Flight Schedule Coordinator

    Jet Aviation (MA)


    Jet Aviation Staffing-Flight Schedule Coordinator

    Location:

    MA, US

    Flexible Work Arrangement: Hybrid

     

    Job Category: Flight Services

     

    Career Level: Professional

     

    Requisition Id: 4321

     

    Behind every seamless journey, is the perfect team. Since 1983, Jet Aviation Staffing has been supporting the industry’s most prominent aviation companies by attracting and placing top talent. With thousands of direct hire placements of crew members, maintenance professionals, support staff, management and executive positions, and many more disciplines, we continue to perfect the art of staffing. When you want to find the very best career opportunity, you can rely on a team of dedicated professionals. On behalf of our external customers, Jet Aviation Staffing upholds in-depth and extensive standards to ensure we are recommending the best talent. Dedicated to the details, our expertise ensures a perfect career opportunity match for each of our candidates and a seamless experience for our customer.

    POSITION SUMMARY

    A dynamic and fast-paced managed flight department operating three corporate jets is seeking a FlightSchedule Coordinator to join their team based in Massachussetts. The department currently includes 12 pilots, 4 mechanics, and 3support staff. This role will be based Massachusetts.

     

    The Flight Schedule Coordinator will work closely with the Lead Pilot, Lead Mechanic, companyexecutives, and their assistants on a daily basis. This position reports directly to the Manager of FlightOperations and collaborates regularly with the Outside Management Company (which manages theaircraft) and the Chief Administrative Officer.

     

    **Schedule:** HYBRID

    Key Responsibilities:

    + Coordinate aircraft and crew scheduling to support executive and employee travel.

    + Assist requesters in planning efficient and effective travel itineraries.

    + Monitor flights in progress and communicate itinerary or passenger changes to crew andstakeholders.

    + Maintain accurate records of completed flight activity using internal databases.

    + Provide on-call scheduling support during assigned after-hours, weekend, and holiday shifts.

    Primary Duties:

    + Monitor and respond to scheduling requests via the department’s dedicated email.

    + Enter and update trip details in the scheduling system.

    + Coordinate with the Outside Management Company and internal leadership to assignappropriate aircraft and crew.

    + Resolve scheduling conflicts by working with senior management to prioritize trips.

    + Explore alternative travel options, including rescheduling or charter services—when companyaircraft are unavailable.

    + Finalize trip details with requesters, including itineraries, passenger lists, catering, and specialservice needs.

    + Ensure all passengers have valid travel documents for international trips.

    + Arrange ground transportation, catering, and commercial airline bookings as needed.

    + Publish and update aircraft and crew schedules in real time.

    + Track aircraft during flights and provide status updates to relevant parties.

    + Manage enroute changes and assess their impact on other scheduled events.

    + Develop contingency plans for delays due to mechanical issues or weather.

    + Record post-trip data and generate reports for internal use and compliance.

    + Assist in preparing usage reports (both upcoming and historical).

    + Review and approve monthly invoices from the Outside Management Company.

    + Allocate trip-related costs using internal systems for accurate cost tracking.

    + Maintain regular communication with executive assistants regarding flight activity.

    + Oversee and update the Aircraft Emergency Response Plan.

    Qualifications & Requirements:

    + Exceptional attention to detail and ability to perform under pressure in a high stakes schedulingenvironment.

    + Strong multitasking skills and adaptability in a fast-paced setting with shifting priorities.

    + Availability to provide on-call scheduling support after-hours, weekends, and holidays as neededExcellent interpersonal and communication skills, both written and verbal.

    + Experience working with executive-level travel coordinators is highly desirable.

    + Prior experience in aircraft scheduling or dispatching is preferred but not required.

    + Familiarity with international travel planning is a plus.

    + Experience with scheduling software is preferred.

    + Proficiency in Microsoft Office Suite is required.

    Travel Requirements:

    • None expected.

    Compensation:

    The likely salary range for this position is $90,000-$100,000. This is not, however, a guarantee of compensation or salary. Rather, salary will be set based on experience, geographic location and possibly other requirements.

    Additional Information:

    This job description is intended to outline the general nature and level of work performed. It is not anexhaustive list of all responsibilities, duties, or qualifications. The role may evolve, and additional tasksmay be assigned as needed.

     

    Jet Aviation provides equal employment and affirmative action opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.