Job Description:
• 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.
• 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.
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.
• Preferred 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.
Benefits:
• Optional Medical, Dental, Vision, and Life Insurance.
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
• Disability insurance (short and long term).
• 401(k) with company match after 3 months of employment.