Flight Scheduler / Dispatcher & Administrative Coordinator

National Business Aviation Association

United States

Remote

USD 65,000 - 95,000

Full time

3 days ago

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Job summary

National Business Aviation Association is seeking an experienced Flight Scheduler/Dispatcher & Administrative Coordinator to support domestic and international flight operations and manage daily department administration. The role collaborates with flight crews, maintenance, and executive staff in a fast-paced corporate aviation environment.

The position reports to the Director of Operations and requires meticulous scheduling, NOTAM interpretation, and travel logistics across time zones.

Qualifications

Relevant experience in corporate aviation flight scheduling, dispatch support, or international trip coordination.
Working knowledge of domestic and international trip requirements, including permits, slots and permissions, customs and immigration, ground handling, and fuel arrangements.
Ability to interpret aviation weather, NOTAMs, and airport operating information and communicate potential operational impacts.
Ability to prepare and maintain accurate flight packages, schedules, travel documentation, and department records.
Willingness to handle routine office administration, vendor billing, invoice review, expense documentation and administrative follow-up.
Strong organizational skills, attention to detail, and ability to manage changing priorities and multiple trips.
Clear, professional written and verbal communication with crews, maintenance personnel, executives, passengers, and service providers.
Sound judgment, initiative, and dependable follow-through; capable of working independently within procedures.
Professional discretion in handling confidential passenger, travel, and company information.
Aviation meteorology experience is strongly preferred.

Responsibilities

Coordinate flight scheduling and trip coordination, maintaining schedules and handling changes.
Support dispatch with weather, route planning, NOTAMs, and preflight briefing calls.
Provide flight following and monitor weather, delays, and operational impacts across time zones.
Prepare flight packages and coordinate with captains for filing and approvals.
Handle office administration, vendor invoices, accounts payable, and expense documentation.
Maintain crew records, licenses, training, and safety documentation.

Skills

Corporate aviation scheduling

Trip coordination

Weather interpretation

Flight packages preparation

Administrative follow-up

Organizational skills

Professional communication

After-hours support

Confidential handling

Aviation meteorology experience

Job description

Position Overview

A private Part 91 corporate flight department seeks an experienced Flight Scheduler / Dispatcher & Administrative Coordinator to support domestic and international flight operations and handle daily department administration.

This position reports directly to the Director of Operations and works closely with flight crews, maintenance personnel, executive assistants, and aviation service providers. It is a non-supervisory position combining technical flight support with practical office and administrative responsibilities.

Flight Scheduling and Trip Coordination

Maintain accurate aircraft, helicopter, crew, and maintenance schedules; identify conflicts and coordinate proposed changes with the appropriate personnel.

Work with executive assistants and passengers to obtain trip requirements, maintain current travel information, and communicate approved arrangements and schedule changes.

Coordinate domestic and international trip logistics, including landing and overflight permits, airport slots, prior permissions, customs and immigration, ground handling, and fuel.

Arrange crew accommodations, airline travel, ground transportation, and other trip-support services.

Maintain passenger manifests, travel-document information, trip notes, and service requirements with close attention to accuracy and confidentiality.

Obtain supplemental charter options and coordinate bookings when approved.

Dispatch Support, Weather, and Flight Following

Prepare and update flight packages, including flight plans, weather information, NOTAMs, airport restrictions, handling details, and required trip documentation.

Support flight crews with route planning, airport suitability research, operating-hour restrictions, customs availability, and other destination requirements.

Interpret aviation weather and communicate forecasts, developing conditions, and potential operational impacts to flight crews.

Coordinate flight-plan preparation and filing with the assigned captain and participate in preflight briefing calls.

Provide active flight following during assigned coverage periods, including extended international trips across multiple time zones.

Monitor flight progress, en-route and destination weather, airport conditions, and delays; promptly communicate developments requiring attention.

Anticipate disruptions, research practical alternatives, and coordinate proposed changes with the assigned captain and Director of Operations.

Office Administration and Vendor Coordination

Maintain department correspondence, trip files, operational records, contact lists, and vendor account information.

Review fuel charges, handling invoices, other flight-related bills, and expense reports for accuracy; investigate discrepancies and obtain required approvals.

Coordinate accounts payable and vendor payments under established approval procedures.

Maintain organized receipts and supporting documentation for department expenditures.

Coordinate Crew and airport identification badges, access credentials, and related administrative requirements.

Follow through on outstanding vendor requests, billing questions, and administrative tasks.

Crew Records and Department Support

Track crew qualifications, currency, recurrent training requirements, pilot medical certificate expiration dates, and other required documents; flag upcoming deadlines.

Maintain records supporting the department’s safety‑management activities and applicable international reporting requirements, including emissions reporting.

Keep operational contacts, service‑provider information, and administrative procedures current.

Reporting and Responsibilities

The employee is expected to take initiative and independently complete routine arrangements within established procedures, approved trip plans, and authorized spending limits.

Changes to approved trip plans will be coordinated with the assigned captain and Director of Operations for the required approvals. Personnel decisions, department policies, budgets, and commitments outside delegated limits remain with the Director of Operations. The pilot in command retains final authority over operation of the aircraft.

This is a full-time remote position. Work schedules reflect trip requirements and may include support outside normal business hours.

Required Qualifications

Relevant experience in corporate aviation flight scheduling, dispatch support, or international trip coordination.

Working knowledge of domestic and international business aviation trip requirements, including permits, airport slots and permissions, customs and immigration, ground handling, and fuel arrangements.

Ability to interpret aviation weather, NOTAMs, and airport operating information and clearly communicate potential operational impacts to flight crews.

Ability to prepare and maintain accurate flight packages, schedules, travel documentation, and department records.

Willingness and ability to handle routine office administration, vendor billing, invoice review, expense documentation, and administrative follow-up alongside flight‑support responsibilities.

Strong organizational skills, attention to detail, and the ability to manage changing priorities and multiple trips.

Clear, professional written and verbal communication with flight crews, maintenance personnel, executive assistants, passengers, and service providers.

Sound judgment, initiative, and dependable follow-through, with the ability to work independently within established procedures and delegated authority.

Flexibility to support assigned trips outside normal business hours, including early mornings, evenings, weekends, holidays, and extended international flights across multiple time zones.