Travel and Logistics Coordinator
About The Position
The Travel and Logistics Coordinator is responsible for coordinating travel, lodging, fuel logistics, and operational support for pilots and field personnel. This position manages all travel arrangements and related expenses while helping identify the most cost effective Fixed Base Operators (FBOs) to support company flight operations throughout the United States and Canada. Working closely with the Director of Operations, Project Managers, pilots, Accounting, and other internal departments, the Operations Coordinator oversees corporate travel accounts, coordinates vendor services, monitors travel-related costs, and ensures efficient logistical support for field operations. This position requires exceptional organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment. Due to the nature of flight operations, the Operations Coordinator must be flexible and available to respond to changing operational needs, including last-minute travel arrangements, schedule changes, and occasional evening or weekend support.
Requirements
- High school diploma or equivalent required
- Minimum of two (2) years of experience in flight coordination, travel management, logistics, project support, or a related administrative role.
- Experience using Concur Travel & Expense or a comparable travel management system.
- Proficiency with Microsoft Office Suite and Google Workspace applications.
- Strong organizational, project management, and time management skills with exceptional attention to detail.
- Excellent verbal, written, and interpersonal communication skills.
- Strong customer service skills with the ability to build and maintain positive working relationships across all levels of the organization.
- Ability to work independently, prioritize competing responsibilities, and solve problems in a fast-paced, deadline-driven environment.
- Valid driver's license with an acceptable driving record.
- Must be authorized to work in the United States.
Nice To Haves
- Bachelor's degree in Business Administration, Aviation Management, Logistics, or a related field.
- Experience supporting aviation operations, pilot logistics, or Fixed Base Operator (FBO) environments.
- Experience with aviation software such as ForeFlight, FlightAware, ADS-B, AirNav, or similar platforms.
- Experience managing travel budgets, project budgets, vendor relationships, and service contracts.
- Knowledge of GIS, aerial survey, remote sensing, or aviation operations.
- Foreign language proficiency in Spanish, Portuguese, or French.
- Demonstrated ability to collaborate effectively with cross-functional teams, vendors, customers, and remote field personnel.
- Strong analytical, critical thinking, and organizational skills.
- Proven ability to manage multiple priorities while consistently meeting deadlines without sacrificing accuracy.
Responsibilities
- Coordinate all travel arrangements for pilots and field staff, including airfare, lodging, rental vehicles, ground transportation, and visas, as applicable.
- Research and recommend travel options that balance operational needs, employee preferences, and cost effectiveness.
- Prepare and distribute detailed travel itineraries.
- Communicate travel schedules, updates, and changes to employees and other stakeholders.
- Resolve travel-related issues, including delays, cancellations, schedule changes, and emergency travel arrangements.
- Maintain accurate travel records and generate reports as requested.
- Work closely with the Operations team to support daily flight operations and logistical planning.
- Assist in identifying the most cost-effective Fixed Base Operators (FBOs) to minimize fuel costs and travel time to project Areas of Interest (AOIs).
- Support the development and distribution of monthly safety communications and bulletins.
- Coordinate logistics to ensure pilots and field staff have the resources necessary to support operational requirements.
- Manage corporate travel accounts with airlines, hotels, rental car agencies, fuel vendors, and other service providers.
- Negotiate vendor pricing and identify cost-saving opportunities while maintaining service quality.
- Review field staff travel expenses for compliance with company travel policies.
- Monitor project travel budgets and ensure travel arrangements remain within approved budget guidelines.
- Assist with reconciliation of company-issued credit cards.
- Address routine financial and administrative issues related to travel and operational support.
- Maintain and update electronic records, databases, and operational documentation.
- Ensure compliance with company travel policies and procedures.
- Interact professionally with internal departments, vendors, and customers to ensure a high level of customer service.
- Take ownership of assigned responsibilities and ensure timely, accurate completion of all work assignments.
- Perform other duties as assigned to support company operations.
Benefits
- Medical, dental, and vision Insurance
- Company-paid short-term disability and life Insurance
- Paid Time Off (PTO) and paid holidays
- 401(k) retirement plan
- Professional development opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
