Flight Scheduling Coordinator

PepsiCo • West Harrison, NY

7h

About The Position

Schedule and coordinate use of PepsiCo aircraft and crews to support high-priority travel for Company executives.
Assist requesters with trip planning to make efficient use of time and resources.
Flight-follow aircraft and coordinate changes in the itinerary or passenger manifest with the crew and others, as required.
Record completed flight activity in the computer scheduling program.
Provide on-call scheduling support when assigned to stand-by duty during non-business hours, weekends, and holidays.

Requirements

• Two years of aircraft scheduling/dispatch experience.
• Two years experience of direct interaction with travel coordinators – preferably dealing with top-level executives.
• Two years experience using a computer flight scheduling and records-keeping system, demonstrating a thorough understanding of its use.
• Demonstrates a comprehensive knowledge of the PepsiCo Aviation Department Policies and Procedures Manual, CFRs, and other regulations applicable to the aviation environment.
• Proficiency in people skills when interacting with others, both inside and outside the department.
• Ability to communicate well with others—both conversationally, and in writing.

Nice To Haves

• Experience with international trip planning (desired).

Responsibilities

• Answers the scheduling phone line and responds to requests for use of PepsiCo aircraft.
• Records and updates all available information regarding a trip request in the computer scheduling system.
• Notifies the Manager of Flight Scheduling, the Manager of Flight Operations, and the Director of Aviation of all requests for international travel, non-business (personal) travel, or potential use of charter aircraft.
• Coordinates with the base Manager of Maintenance to provide an aircraft that is suitable for the intended trip.
• Coordinates with the Manager of Flight Operations to provide crewmembers for the intended trip.
• If the request conflicts with another request, refers to the PepsiCo Aircraft Users Prioritization and Authorization Listing to determine which trip can be supported.
• If Aviation resources are not available to support a trip, works with the requester to explore alternative dates and/or times, or to determine if charter service is a suitable option. If requested, gets charter quotes and assists with booking.
• When a trip is confirmed, works with the requester and/or passengers to finalize the itinerary, passenger list, catering and other service requests.
• Ensures that passengers have current passports, visas, and other personal documents required for international travel.
• Arranges landing and departure slots at required airports.
• Time permitting, may arrange hotel reservations, ground transportation, and/or airline reservations for PepsiCo employees.
• Posts the aircraft and crew schedule and updates it as soon as changes become known.
• Conducts pre-departure briefing for crewmembers and ensures they have a current package of trip documents.
• Conducts flight following of PepsiCo aircraft and informs others of the aircraft position and status.
• Coordinates enroute changes in the itinerary and passenger manifest. Determines how changes may affect other scheduled events and notify the appropriate managers.
• Tracks the weather daily as it relates to the flight schedule.
• Formulates contingency plans for mechanical and weather delays.
• Records completed trip information in the computer scheduling system and generates reports for distribution and required files.
• Assists in preparing reports of division use for management summaries and period charge backs.
• Provides ongoing liaison with executive assistants regarding daily flight activity, as well as policies and limitations of aircraft and crews that could affect service.

Benefits

• Paid time off subject to eligibility, including paid parental leave, vacation, sick, and bereavement.
• In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility: Medical, Dental, Vision, Disability, Health, and Dependent Care Reimbursement Accounts, Employee Assistance Program (EAP), Insurance (Accident, Group Legal, Life), Defined Contribution Retirement Plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees