Operations Administrative Coordinator

XSTAR Aviation•Abilene, TX

16h•Onsite

About The Position

The Operations Administrative Coordinator - Flight Operations is an on-site administrative support role. Reporting directly to the Chief Pilot, this position provides administrative, scheduling, travel, records, and equipment-tracking support to enable safe, efficient, and accountable flight operations. This role is execution-focused and process-driven, supporting daily operations through disciplined scheduling, coordination, records management, and follow-through in a structured operational environment.

Requirements

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
U.S. Citizen
Secret Clearance (Mandatory)

Nice To Haves

Experience in aviation, military, or government-adjacent environments
Familiarity with travel coordination and purchase request workflows
Experience managing records, inventories, or equipment accountability
Top Secret (Preferred)

Responsibilities

Maintain the site master calendar for meetings, events, and operational activities
Coordinate on-site meetings for company personnel, including schedule deconfliction, space reservation, and notifications
Coordinate with U.S. Air Force counterparts for meetings and events requiring company participation on the installation
Coordinate internal corporate-level meetings and events
Maintain a close working relationship with SBCC and XSTAR senior administrative staff to align site battle rhythm events with senior leadership schedules
Support daily and weekly operational events by coordinating personnel availability
Manage calendars for designated off-site senior leaders
Identify and elevate scheduling conflicts or risks to the Chief Pilot
Support meeting preparation, note-taking, and post-meeting action tracking
Follow up with staff to ensure commitments and action items from meetings are completed
Serve as a professional point of contact for internal staff, vendors, and external partners
Prepare, proofread, and format correspondence, reports, and presentations
Track action items, deadlines, and task follow-ups
Coordinate and execute extensive travel arrangements for personnel
Plan and manage logistics for conferences and group travel
Assist the XSTAR Resource Advisor (RA) with: o Travel planning and coordination o Travel documentation and itinerary preparation o Purchase requests and basic procurement tracking
Monitor travel and purchase request status and follow up as needed
Serve as the site files and records manager
Maintain organized digital and physical records in accordance with program guidance
Ensure documents are properly labeled, stored, and retrievable for leadership review or audits
Act as the on-site equipment custodian
Track issued equipment, inventory status, and custody assignments
Maintain records for equipment warranties and service documentation
Coordinate warranty repairs or equipment replacement when required
Process invoices, purchase requests, and expense documentation
Track office supplies and coordinate procurement
Assist with budget tracking and reconciliation as directed
Maintain administrative information required for budget tracking and reporting
Provide telephone and receptionist services
Requisition office supplies, coordinate office equipment repairs, and manage printing services
Receive, route, and control incoming correspondence
Review outgoing correspondence, reports, and documents for format, grammar, punctuation, and accuracy
Draft routine, non-technical correspondence using established formats
Locate, assemble, and organize information for reports, briefings, conferences, and meetings
Organize and manage clerical workflows within the site office
Coordinate and monitor office support services, including printing, maintenance, and supply services
Monitor inventory of daily-use office materials (paper, ink, etc.)
Purchase office supplies, uniforms and equipment as outlined by the Chief Pilot
Perform additional duties as assigned by the Chief Pilot