Operations Coordinator (Mesa, AZ, USA)

Are you ready to charter your own career?
The runway to success in global aviation begins here…

Chapman Freeborn is looking for an Operations Coordinator in Mesa, Arizona, who thrives in a fast-paced environment and wants to learn and grow with the global team.

If you have the skills and ability to succeed in this role we want to hear from you! 

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Purpose of the Role

  • To provide administrative support for the department under the company’s standard and to the required deadline(s).
  • To grow and understand the company’s processes, ways and standards within the Governmental segment
  • To provide operational services for contracted functions for the governmental segment of the organization; from start to finish

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Key Responsibilities of the Role

​Operations Coordinator

​Administrative Support

  • Manage all administrative duties for bookingsFlight Support
  • Work with the customer on all schedule request(s)
  • Work with the airline on schedule request and changes
  • Provide final schedules to all vendors and sub-contractors
  • Order and confirm all ground handling requirements with contracted FBOs
  • Order and confirm fuel from FBO’s or contracted fuel providers
  • Request and confirm over flight permits, landing permits, slots, etc.
  • Real time tracking of all flights
  • Work directly with the customer to confirm passenger manifest
  • Work with Finance Managers to get back-up documentation for all invoices
  • Maintain weekly, monthly, quarterly, and annual reports ( Fuel, Passenger, flight hours)Information management
  • Use established in-house systems to document client relationship management.
  • Use established in-house systems and formats to log and generate operational documentation.
  • Ensure all client and supplier data is kept up to date and is managed in a discreet and legal compliant manner.
  • Update airline, airport, handlers and other relevant operational data vital to the day to day operations of the team.
  • Keep up to date on latest operational capabilities of aircraft, airports and handlers.
  • Keep up to date on latest aircraft availability and airport control authority procedures.
  • Update the VIP operators system or list with the most recent information on the operator’s fleet details.
  • Ensure airport capabilities and requirements are kept up to date.Group policies and procedures (Business Intelligence, Risk Management, Finance, HR, IT, Legal)
  • To undertake all activities in accordance with applicable group policies and procedures so as to ensure that the interests of the Group and individual corporate entities are protected at all times.
  • At all times to ensure that legal and commercial risks (to the extent relevant to the post holder role) are identified and minimized through effective communication with applicable stakeholders as well as relevant support functional departments and, when necessary the Executive Committee.Other
  • To carry out any other duties within the competence of the role holder, as requested (including additional working hours as and when required).
  • To travel when required in line with business needs.
  • Be aware of and comply with the company policies.
  • Keep up to date with industry changes, procedures and requirements relating to job role.
How to apply