[Hiring] Flight Operations Coordinator @Scale Army Careers

Role Description

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a growing private aviation company committed to delivering safe, efficient, and exceptional flight operations. As the company continues expanding its operations, they are seeking a Flight Operations Coordinator to support the day-to-day execution of private aircraft operations by coordinating logistics, communicating with key stakeholders, and ensuring every flight operates smoothly within a fast-paced Part 135 environment.

The Flight Operations Coordinator will be responsible for:

• Coordinating daily flight logistics between pilots, passengers, Fixed Base Operators (FBOs), maintenance providers, brokers, hotels, ground transportation vendors, and internal teams.
• Supporting operational planning, vendor management, customer communication, documentation, and flight coordination.
• Ensuring accurate, timely, and efficient execution of every flight.

This role is ideal for someone with private aviation experience who thrives in fast-paced operational environments and enjoys solving logistical challenges while delivering exceptional customer service.

Location: Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

• Flight Coordination & Operational Support
  • Coordinate daily flight logistics with pilots, passengers, brokers, FBOs, ground transportation providers, hotels, and maintenance vendors.
  • Communicate flight schedules, operational updates, and itinerary changes to all stakeholders.
  • Support the Operations team in managing day-of-flight logistics.
  • Monitor operational timelines and proactively identify scheduling conflicts or disruptions.
• Vendor Management
  • Coordinate hotels, rental vehicles, fuel providers, catering, and other operational vendors.
  • Assist with maintaining preferred vendor relationships and pricing.
  • Verify pilot expense reports and supporting documentation for accuracy and compliance.
  • Monitor vendor performance and escalate service issues when necessary.
• Customer & Broker Communication
  • Serve as the primary point of contact for brokers, passengers, pilots, and vendors throughout the flight coordination process.
  • Provide timely updates regarding delays, itinerary changes, and operational adjustments.
  • Deliver exceptional customer service in time-sensitive situations.
• Documentation & Operational Compliance
  • Maintain accurate flight records and operational documentation.
  • Ensure operational information is properly recorded within internal systems.
  • Support administrative tasks that contribute to efficient daily flight operations.
• Team Collaboration
  • Collaborate closely with Operations, Maintenance, Dispatch, and Executive Leadership.
  • Support process improvements that enhance operational efficiency and customer experience.
  • Contribute to a collaborative and solutions-oriented team environment.

Qualifications

• 2–5 years of experience coordinating private aviation or Part 135 flight operations.
• Prior experience supporting business aviation flight departments is required.
• Experience coordinating with pilots, FBOs, maintenance providers, brokers, and third-party vendors.
• Familiarity with FAA regulations and private aviation operational procedures is highly preferred.
• Experience managing multiple flight operations simultaneously.

Requirements

• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Ability to prioritize multiple flights and competing operational demands.
• Experience using flight operations or scheduling software.
• Proficiency with Microsoft Office Suite.
• Strong operational documentation and recordkeeping skills.
• Excellent customer service and relationship management skills.
• Strong problem-solving abilities and attention to detail.
• Ability to remain calm under pressure in time-sensitive environments.
• Professional, proactive, and highly accountable.

What Success Looks Like

• Flight operations are coordinated accurately, efficiently, and with minimal disruption.
• Pilots, passengers, brokers, and vendors consistently receive timely and professional communication.
• Vendor relationships are effectively managed, resulting in reliable operational support.
• Flight documentation, expense reporting, and operational records remain accurate and organized.
• Internal teams rely on the Flight Operations Coordinator as a dependable operational partner.
• Operational processes continue to improve through proactive communication and collaboration.

Opportunity

This is an exciting opportunity to join a growing private aviation company where operational excellence is essential to every flight. As the Flight Operations Coordinator , you'll play a critical role in coordinating aircraft operations, supporting internal teams, and delivering an exceptional experience for passengers, pilots, and business partners while building a long-term career within the aviation industry.

Application Process

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets