Crew Travel Coordinator

Socket.dev; Orlando (FL); Hybrid; USD 42,000 - 55,000; Full time

Job summary

Fly Alliance is seeking a detail-oriented logistics assistant to support crew scheduling and travel coordination. The role works with the Chief Pilot, Director of Operations, and OCC to ensure accurate crew schedules, routine updates, and smooth travel arrangements.

It requires strong communication and organization in a fast-paced aviation environment. Based in Orlando with potential remote work, the position emphasizes timely project delivery, confidentiality, and cross-functional collaboration

Qualifications

• Excellent verbal and written communication across all levels of the organization.
• Strong organizational and time management skills to handle multiple tasks.
• Ability to multitask, prioritize daily workload, and meet deadlines.
• Attention to detail and discretion in handling confidential information.
• Competent in using Microsoft Office Suite for documentation and reporting.

Responsibilities

• Build and maintain an accurate crew schedule reflecting swaps, training, bonus, and vacation days.
• Coordinate travel logistics with crew, pilots, and operations staff.
• Assist in preparations for crew contract approvals and related documents.
• Communicate professionally with crew members and vendors to arrange travel.
• Monitor crew and aircraft status; update scheduling and systems weekly (Argus/Wyvern).
• Support Upper Management with daily administrative tasks in OCC.

Skills

Verbal & written communication

Organizational skills

Time management

Multitasking

MS Office

Tools

Microsoft Office

Job description

Description

Company Description:

Fly Alliance is an industry-leading Part 135 and Part 145 private aviation group specializing in private jet charter, jet card memberships, aircraft sales, aircraft management, parts, and maintenance. Renowned for delivering exceptional luxury, uncompromising safety, and operational excellence, Fly Alliance continues to set the standard in private aviation worldwide.

With a growing fleet of over 30 aircraft, eight offices worldwide, including international locations, and a team of nearly 300 dedicated professionals, Fly Alliance supports a truly global operation. Recognized as a Top 20 U.S. Operator for three consecutive years, the company remains at the forefront of innovation and service within the private aviation industry.

Fly Alliance’s commitment to excellence, integrity, and customer satisfaction continues to redefine what clients expect from private air travel.

Role Objective:

The primary function of this role is to assist in all aspects of crew logistics and coordination.

The three core objectives are:

• Build and maintain an accurate crew schedule reflecting all swaps, training, bonus, and vacation days.
• Coordinate logistics regarding crew travel.
• Complete projects as assigned by Upper Management

Essential Job Tasks:

• Build and maintain an accurate crew schedule document reflecting all swaps, training, bonus days, and vacation days.
• Work directly with the Chief Pilot, Director of Operations and Director of OCC to ensure accurate representation of the crew schedule.
• Searching and obtaining contract crew members on an as needed basis
• Preparing documents for contract approvals by crew members.
• Communicating in an articulate and professional manner with crew members to arrange travel logistics.
• Monitoring all aircraft and crew as they complete their day.
• Ensuring Argus and Wyvern systems are updated weekly
• Multitasking effectively, prioritizing appropriately, and providing timely communication of project(s) status.
• Completing tasks and projects with a sense of urgency, working independently to solve problems.
• Compiling documents into well-organized folders to maximize efficiency.
• Director OCC with daily administrative tasks
• Interacting with customers and vendors at corporate company events.
• Other duties and projects as assigned.

Competencies:

• Demonstrated excellent verbal and written communication skills. Ability to communicate at all levels of an organization.
• Excellent organizational and time management skills.
• Ability to multitask and prioritize daily workload.
• Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.
• Demonstrated ability to use computer programs such as the Microsoft Office Suite of products.
• Demonstrated ability to exercise good judgment in determining the most appropriate response or action in a variety of situations.

Work Environment:

Work is generally performed within an office environment at the company office in Orlando, Florida with standard office equipment available, as well as outside at customer events.

Work will also need to be performed from a remote location, as the demands of this role require work after standard office hours.

Physical Demands:

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Constantly operate a telephone requiring oral and auditory capacity enabling interpersonal communication.
• The person in this position frequently communicates with customers and must be able to exchange accurate information in these situations.
• Light physical effort required by handling objects up to 20 pounds occasionally and/or 10 pounds frequently.
• Ability to move from department and buildings to interact with others.

Direct Reports:

No direct reports.

Travel:

No travel required.

Required Education/Experience:

One (1) year proven experience in a similar position.

Work Authorization:

Must be authorized to work in the United States of America.