Flight Coordinator

Schubach Aviation•Carlsbad, CA

8d•Remote

About The Position

Join our growing team at Schubach Aviation! We're seeking a motivated and experienced Part 91/135 Flight Coordinator who thrives in a fast-paced, customer-focused environment. The ideal candidate is a proactive problem-solver with a passion for aviation and delivering five-star service to clients and crew alike. This role requires full engagement, those who take genuine pride in flawless execution will thrive here.

Requirements

Strong command of international aviation handling: permits, customs, handling agents, and country-specific requirements
Exceptional written and verbal communication skills; you write and speak with precision and professionalism
High interpersonal intelligence, you read people well and represent the company with polish in every interaction
Ability to manage multiple complex trips simultaneously without dropping details
Deep familiarity with aviation operations software and trip management platforms
A proactive, solutions-oriented mindset, you bring answers, not just problems
Calm under pressure with the judgment to escalate appropriately
4+ years in private aviation flight coordination or international trip support
Demonstrated international handling experience (permits, customs, foreign handling agents)

Nice To Haves

Background in luxury hospitality, high-end concierge, or corporate travel a strong plus.

Responsibilities

Own the full coordination lifecycle of domestic and international flights including FBOs, ground transportation, hotels, catering, and bespoke client requests
Manage international trip planning end-to-end: overflight and landing permits, customs and immigration documentation, handling agents, country-specific entry requirements, and coordination with US Customs and foreign authorities
Actively flight follow all ongoing trips, anticipating and resolving disruptions in real time
Serve as the primary point of contact for aircraft owners and passengers, delivering white-glove service at every touchpoint
Brief flight crews with thorough, accurate trip details well in advance of departure
Produce detailed, professional flight itineraries tailored to high-net-worth clientele
Maintain compliance with all company procedures, checklists, and confirmation protocols
Act as a cross-functional liaison between Flight Operations, Maintenance, and Accounting
Participate in on-call coverage, supporting active flights and new trip requests
Adapt quickly to irregular operations, weather diversions, and last-minute changes with composure and sound judgment