Operations and 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

Position Overview

XSTAR Aviation is a contractor‑owned, contractor‑operated (COCO) supplemental trainer providing B-1 aircrew qualification and currency training to the U.S. Air Force under a SBIR contract. The Operations & Resource Coordinator serves as the primary administrative and resource management support professional for site operations. Reporting directly to the Site Lead, this position manages administrative operations, budget execution support, travel coordination, procurement tracking, records management, equipment accountability, and site access programs.

XSTAR Aviation is a contractor‑owned, contractor‑operated (COCO) supplemental trainer providing B-1 aircrew qualification and currency training to the U.S. Air Force under a SBIR contract. The Operations & Resource Coordinator serves as the primary administrative and resource management support professional for site operations. Reporting directly to the Site Lead, this position manages administrative operations, budget execution support, travel coordination, procurement tracking, records management, equipment accountability, and site access programs. This role is execution‑focused and process‑driven, supporting daily flight operations through disciplined coordination, financial stewardship, administrative management, and cross‑functional support. The Operations & Resource Coordinator serves as a key integrator between site leadership, corporate support functions, government stakeholders, and operational personnel.

Primary Duties

• Administrative & Executive support
• Maintains the site master calendar for meetings, events, training activities, and operational milestones.
• Coordinates internal and external meetings, including scheduling, notifications, logistics, and action item tracking.
• Supports the Site Lead through calendar management, meeting preparation, and follow‑up on assigned actions.
• Coordinates with U.S. Air Force personnel for meetings, visits, and events requiring contractor participation.
• Maintains working relationships with XSTAR corporate staff to synchronize site activities with senior leadership priorities.
• Serves as the primary administrative point of contact for site operations.
• Prepares, edits, and formats correspondence, reports, briefings, and presentations.
• Tracks action items, suspense dates, and task completion status.
• Maintains professional communications with internal personnel, government stakeholders, vendors, and external partners.
• resource management & Financial Administration
• Supports development and execution of site budgets and financial plans.
• Assists the corporate accountant and leadership team with budget execution, travel planning, and financial reporting.
• Coordinates travel arrangements for personnel, including airfare, lodging, rental vehicles, and conference attendance.
• Processes travel documentation and supports post‑travel voucher reconciliation.
• Tracks site purchase requests, procurement actions, and vendor invoices through completion.
• Monitors budget execution and provides recurring status updates to the Site Lead.
• Maintains accurate financial records supporting site operations.
• Conducts receipt reconciliation and supports internal audits.
• Identifies opportunities to improve resource utilization and reduce unnecessary expenditures.
• contract & program support
• Supports preparation of contract deliverables, PMR materials, OPT updates, data calls, and customer reporting requirements.
• Maintains administrative records supporting contract compliance and audit readiness.
• Assists leadership in gathering and organizing operational and financial data for customer engagements and program reviews.
• Supports execution of site‑level program initiatives and special projects.
• personnel, travel & onboarding support
• Coordinates onboarding activities for newly hired personnel.
• Tracks required employment documentation, training completion, and site access requirements.
• Assists with personnel arrivals, departures, and administrative processing.
• Coordinates travel requirements associated with Flight Safety training, conferences, and program activities.
• Maintains personnel administrative records in accordance with company policies.
• records, property & equipment accountability
• Serves as the site records manager.
• Maintains organized digital and physical records in accordance with company and contract requirements.
• Ensures documents are properly stored, protected, and retrievable for inspections, audits, and leadership review.
• Serves as equipment custodian for site‑owned and government‑furnished property.
• Maintains equipment inventories, accountability records, and custody assignments.
• Coordinates equipment purchases, warranty support, repairs, and replacement actions.
• Conducts periodic inventory reviews and reconciliations.
• cross‑functional SUpport & continuity operations
• Provides operational support to other site functions during periods of leave, temporary absence, surge operations, or staffing shortages.
• Maintains sufficient familiarity with the responsibilities of the Flight Operations & Scheduling Manager and Aircrew Training & Compliance Manager to support continuity of operations when required.
• Participates in cross‑training activities to ensure uninterrupted site operations.
• Supports execution of recurring reports, customer communications, and administrative requirements when primary office holders are unavailable.
• Performs other duties as assigned in support of safe, efficient, and effective mission execution.

Required Qualifications

• Minimum of 2 years experience in an 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

Preferred Qualifications

• Experience in aviation, military, or government‑adjacent environments
• Familiarity with travel coordination and purchase request workflows
• Experience managing records, inventories, or equipment accountability

Work Environment

• Based out of Rapid City, SD
• On‑Site

Physical Demands

• Prolonged periods sitting at a desk and working on a computer

Travel Required

• Travel may be required for training or company site visits

Work Authorization and Clearance

• U.S. Citizen
• Ability to obtain and maintain a Secret clearance

Equal Opportunity Statement

XSTAR Aviation is an equal opportunity employer committed to equal opportunity in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, or any other protected characteristics as outlined by federal, state or local laws.

Notice

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.