Operations and Resource Coordinator

XSTAR Aviation • Rapid City, SD

3d • Onsite

About The Position

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.

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
• Ability to obtain and maintain a Secret clearance

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 work

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed