Operations & Travel Coordinator

FlyUSA, Inc.•Clearwater, FL

About The Position

At FlyUSA, we are redefining the private aviation experience by providing exceptional service to our clients from start to finish. As leaders in the industry, we are committed to delivering unparalleled travel experiences that exceed expectations. We’re not just about flying passengers from point A to B; we’re about creating memorable journeys and exceptional moments for every client, every time. Position Summary: The Operations & Travel Coordinator plays a critical role in flight operations support by managing travel arrangements for flight crews, ensuring accurate and timely trip close-outs, reviewing and reconciling crew expenses, and analyzing fuel expenditures to verify billing accuracy. This role collaborates with pilots, dispatch, finance, and third-party vendors, and ensures efficient back-of-house operations that support safe, compliant, and cost-effective flight operations.

Requirements

2+ years of experience in flight operations support, travel coordination, or related aviation administrative role.
Strong analytical skills with attention to detail.
Proficient in Microsoft Excel, Google Sheets, and travel reservation systems (e.g., Sabre, Amadeus, Concur, TripActions).
Excellent communication skills and customer service orientation.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Prior experience in aviation, private flight operations, or corporate flight departments.
Understanding of FAA flight records and expense policies.
Experience with fuel pricing systems or aviation fuel suppliers.

Responsibilities

Coordinate travel arrangements for flight crew (air, hotel, ground transportation) in accordance with company policy and pilot schedules.
Monitor itineraries and adjust bookings as operational changes occur.
Issue travel confirmations and provide updates to crew and operations team.
Collect trip documentation (flight logs, per diems, receipts, ride invoices, etc.) from pilots and crew.
Review and process expense reports ensuring compliance with policy.
Identify missing documentation and follow-up with crew for completion.
Submit accurate trip close-outs to finance for final invoicing and payroll support.
Analyze fuel receipts and supplier invoices for accuracy against contracted rates and expected usage.
Investigate discrepancies in fuel billing; coordinate with vendors to resolve billing errors or exceptions.
Maintain fuel price records and trends to identify cost savings and irregularities.
Prepare routine reports on travel spend, fuel costs, and crew expense trends.
Provide insights and recommendations to reduce operational cost and improve process efficiency.
Maintain and update SOPs and tracking spreadsheets related to trip close-out processes and fuel billing validation.
Serve as a primary point of contact for pilots regarding travel, expenses, and trip documentation.
Work closely with dispatch, crew scheduling, procurement, and accounting.
Communicate clearly with vendors and internal stakeholders about billing, travel changes, and operational needs.