On-Site Operations & Resource Coordinator

XStar Aviation; Rapid City (SD); On-site; USD 42,000 - 62,000; Full time

Job summary

XSTAR Aviation, based in Rapid City, SD, seeks an Operations & Resource Coordinator to provide administrative and resource management support for site operations, reporting to the Site Lead. The role handles calendar management, travel planning, procurement tracking, records management, and budget execution support to ensure daily flight operations run smoothly.

This execution‑driven position acts as the liaison between site leadership, corporate support, government stakeholders, and operations

Qualifications

• Minimum of 2 years experience in administrative, operations support, or office coordination role.
• Strong organizational and time-management skills.
• Experience managing calendars and schedules for multiple stakeholders.
• Proficiency with Microsoft Office / Microsoft 365 (Outlook, Excel, Teams, SharePoint).
• Ability to work on-site in a structured, operational environment.
• High attention to detail, reliability, and follow-through.

Responsibilities

• Provide Administrative & Executive support for site operations.
• Maintain the site master calendar for meetings, events, training activities, and milestones.
• Coordinate internal and external meetings with logistics and action item tracking.
• Support Site Lead with calendar management, meeting prep, and follow-up actions.
• Coordinate with USAF personnel for meetings, visits, and events.
• Collaborate with XSTAR corporate staff to align site activities with leadership priorities.
• Serve as the primary administrative contact for site operations.
• Prepare, edit, and format correspondence, reports, briefings, and presentations.
• Track action items, suspense dates, and task completion status.
• Maintain professional communications with internal personnel, government stakeholders, vendors, and partners.
• Support development and execution of site budgets and financial plans.
• Assist corporate accountant with budget execution, travel planning, and financial reporting.
• Coordinate travel arrangements for personnel (airfare, lodging, rental vehicles, conferences).
• Process travel documentation and post-travel voucher reconciliation.
• Track site purchase requests, procurement actions, and vendor invoices.
• Monitor budget execution and provide status updates to Site Lead.
• Maintain financial records supporting site operations.
• Conduct receipt reconciliation and internal audits.
• Identify opportunities to improve resource utilization and reduce expenditures.
• Support preparation of contract deliverables, PMR materials, OPT updates, data calls, and customer reporting.
• Maintain records for contract compliance and audits.
• Assist leadership with organizing operational and financial data for engagements and reviews.
• Support site initiatives and special projects.
• Coordinate onboarding for new personnel and track employment documentation.

Skills

Administrative experience

Operations support

Calendar management

Microsoft Office 365

On-site work

Attention to detail

Tools

Microsoft Outlook

Excel

Teams

SharePoint

Job description

XSTAR Aviation, based in Rapid City, SD, seeks an Operations & Resource Coordinator to provide administrative and resource management support for site operations, reporting to the Site Lead. The role handles calendar management, travel planning, procurement tracking, records management, and budget execution support to ensure daily flight operations run smoothly.

This execution‑driven position acts as the liaison between site leadership, corporate support, government stakeholders, and operations