Passenger/VIP Flight Support Coordinator

Fort Lauderdale, United States

We have an exciting opportunity for a proactive Passenger/VIP Flight Support Coordinator to join our Passenger charter team in Ft. Lauderdale, FL. The ideal candidate, who will assist with supporting the U.S. broker team with a variety of tasks, will bring a passion for the aviation industry and enjoy working in a busy environment. The ability to multitask, good time management skills and previous customer experience are essential for this position, as well as fluent English. Professional fluency in Spanish and Portuguese are a plus. Previous aviation industry experience is highly desirable, but training will be provided.

We are looking for applicants with a passion for the aviation/travel industry who can work in a fast-paced environment, and want to learn and grow with Chapman Freeborn. We will provide training and the opportunity to embark on a long and successful career in Aviation, with Trainee Charter Broker development opportunities.

Due to the increased interest that this niche and rare position is likely to create, we ask that all candidates submit a cover letter with their application, outlining why they are interested in the position and what motivates them to pursue this career path.

With over 45 years of experience, the Chapman Freeborn group provides a diverse range of aviation-related services on a global basis. Our expertise in all areas of the air charter industry makes us the number one choice for many of the world’s leading logistics providers, multinational corporations, travel partners, and well-known names from the entertainment business.

Whether it’s arranging the delivery of oil equipment to a remote location, organizing flights for a professional sports team, or booking private jets to an island resort, the sky’s the limit when it comes to the charter business.

Purpose of the role:​

  • To provide operational and administrative support to the department, enabling the product to be delivered to a high standard and to the required deadline.
  • To support the team by coordinating all operational aspects of charter flights, including all necessary steps from flight confirmation to flight completion.


Key Job Responsibilities

Flight Support

  • To support managing all operational aspects of charters from flight confirmation to flight completion and customer feedback.
  • Liaise with brokers and / or clients on flight setup.
  • Liaise and set up flight watch coverage with CF Operations using in house documentation.
  • Issue flight briefs with accurate flight information.
  • Communicate with suppliers at all times to ensure client requirements are met to a VIP standard.
  • Coordinate with airport handlers and authorities to set up VIP handling, tarmac access, government entrances, VIP lounges, aircraft parking, flight connections, etc.
  • Coordinate with transportation for tarmac access, driver’s clearances, etc.
  • Coordinate with customs / handlers for remote clearances, pre-clearances, passports and ATA carnets stamping in case of freight carriage.
  • Coordinate with clients to ensure that all special requests are fulfilled — catering, wheelchairs, carts, etc.
  • Setup ancillary flight options, VIP lounges, decals, cars, special requests etc.
  • Make sure that current Passenger lists are logged in the handlers system to provide the current boarding passes when passenger arrive.
  • Arrange representatives and flights riders for specific projects, transport, hotac etc.
  • Find opportunities to increase revenue e.g. transport, VIP lounges, headrests, catering, etc.
  • Support with invoicing and contracting.
  • Support the team with administrative duties where required.

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 updated and 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 operators list with the most recent information on the operator’s fleet details.
  • ​Ensure airport capabilities and requirements are updated.


Qualities We Look For

  • Team player to work in a fast-paced environment
  • Sales knowledge
  • Travel industry knowledge a plus
  • Fast learner
  • Relationship building/Account management knowledge
  • Bilingual Spanish is a plus
  • Excellent communications skills
  • Problem-solving skills and decision-making aptitude
  • Strong ethics and reliability

We offer a competitive salary and a great benefits package.​

Mission Statement

To provide safe, reliable and cost-effective air charter solutions for the movement of cargo and passengers across the world.


Company Values








Recruitment agencies: please note we have an in-house recruiter alongside a preferred agency list which we review annually. Therefore, we do not accept any CVs or applications sent to us on a speculative basis. We are pro-active in reaching out to agencies if there is a business need so please refrain from calling us.


How to apply