Aircraft Flight Operations SpecialistPart 91 & Part 135 OperationsPosition Summary
Applicants must apply at: https://form.jotform.com/262227193451152.
The Aircraft Flight Operations Specialist is responsible for the day-to-day planning, coordination, and monitoring of Part 91 and Part 135 flight operations. This position serves as the central point of communication between flight crews, clients, company leadership, maintenance, FBOs, ground transportation providers, charter/sales personnel, and other vendors.
The AFOS is expected to take ownership of each assigned trip from initial planning through arrival and post-flight closeout. This requires exceptional attention to detail, proactive communication, strong customer service, and the ability to anticipate operational needs before they become problems. The AFOS must be comfortable managing multiple aircraft and trips simultaneously and responding calmly and accurately to short-notice changes.
The AFOS supports operational coordination but does not exercise authority reserved for the Pilot in Command, Director of Operations, Chief Pilot, Director of Maintenance, or other individuals designated by applicable regulations or company manuals.
Essential Duties & ResponsibilitiesFlight Planning & Trip Coordination
- Preparing Trip Quotes and responding to trip requests 22
- Review upcoming flights and ensure trips are prepared accurately and completely.
- Confirm aircraft, crew, passenger information, airports, schedules, FBOs, and other trip requirements.
- Prepare and maintain trips using company scheduling and flight operations software.
- Coordinate FBO services, fuel, parking, hangar arrangements, catering, ground transportation, crew hotels, airline positioning, and other required services.
- Verify arrangements have actually been confirmed rather than assuming a request has been completed.
- Maintain accurate trip notes and ensure crews have current operational information.
- Review trips in advance for missing information, conflicts, or potential problems and follow outstanding items through resolution.
Part 91 & Part 135 Operational Support
- Maintain a working understanding of the differences between Part 91 and Part 135 operations and follow applicable company procedures.
- Ensure required operational and trip information is available and communicated to the appropriate personnel.
- Maintain awareness of aircraft availability, crew assignments, airport restrictions, weather, maintenance concerns, and other conditions that could affect a trip.
- Recognize matters requiring escalation to the Pilot in Command, Director of Operations, Chief Pilot, Director of Maintenance, or company leadership.
- Never make regulatory, maintenance, or operational assumptions when information is unclear.
Flight Monitoring & Operational Awareness
- Actively monitor flights from pre-departure through arrival and completion.
- Monitor scheduled and actual departure/arrival times and aircraft movement using company-approved tracking systems.
- Maintain awareness of weather, NOTAMs, airport/runway closures, TFRs, ATC delays, FBO restrictions, parking limitations, and other operational concerns.
- Identify potential delays, diversions, cancellations, maintenance concerns, or other disruptions as early as possible.
- Proactively communicate changes to crews, clients, FBOs, transportation providers, maintenance, leadership, and other affected parties.
- Continue monitoring an issue until it is resolved or responsibility has been clearly transferred to another qualified person.
Client & Crew Communication
- Provide clear, timely, professional, and proactive communication to clients and flight crews.
- Communicate schedules, FBO information, transportation arrangements, delays, and significant changes promptly.
- Anticipate client needs rather than waiting for the client to identify a problem or request information.
- Respond promptly to client and crew communications and provide updates until time-sensitive matters are resolved.
- Never speculate or provide unverified operational or maintenance information.
- Maintain exceptional discretion regarding passengers, aircraft owners, schedules, destinations, charter pricing, and other confidential information.
FBO, Transportation & Vendor Coordination
- Coordinate FBO services for departures, arrivals, and intermediate stops.
- Book, modify, confirm, and cancel passenger and crew ground transportation.
- Confirm pickup locations, driver information, planeside access when applicable, and schedule changes.
- Coordinate fuel, parking, catering, hotels, rental vehicles, and other trip services as required.
- Update vendors immediately when flight schedules change and cancel unnecessary services to minimize avoidable charges.
- Resolve vendor problems professionally and identify alternatives when the original arrangement cannot be fulfilled.
Schedule Changes & Irregular Operations
Private aviation schedules frequently change with little notice. When a change occurs, the AFOS must consider the entire trip, not simply the individual change.
The AFOS is expected to determine what else is affected—including crew, passengers, FBOs, transportation, catering, fuel, hotels, maintenance, subsequent flights, and aircraft positioning, as well as make or communicate the necessary adjustments.
The expectation is not simply to send a message or make a phone call. The expectation is to follow the issue through to an appropriate resolution or clearly transfer responsibility to the person responsible for resolving it.
Maintenance & Safety Communication
- Immediately communicate reported maintenance discrepancies according to company procedures.
- Accurately document and relay information without attempting to diagnose, minimize, or independently determine the significance of a maintenance issue.
- Coordinate resulting operational changes after receiving direction from authorized maintenance or management personnel.
- Immediately escalate safety concerns and support the company's Safety Management System.
- Never pressure a crew member or maintenance provider to operate or release an aircraft when a safety or airworthiness concern exists.
- Place safety ahead of schedule, convenience, or financial considerations.
Documentation, Closeout & Handoff
- Keep company scheduling and operational systems accurate and current.
- Document schedule changes, significant client communications, FBO and transportation information, and other required trip details.
- Complete applicable post-flight closeout procedures and ensure unresolved items are assigned for follow-up.
- Provide thorough handoffs covering active flights, upcoming departures, delays, maintenance concerns, client requests, weather concerns, vendor issues, and other outstanding items.
- Never leave an unresolved operational issue without clearly communicating who is assuming responsibility.
Work Schedule & Availability
This is a full-time, five-day-per-week position with two scheduled days off each week. Due to the nature of Part 91 and Part 135 private aviation, the two days off will occur during the week rather than Saturday and Sunday, and weekend and holiday work should be expected as part of the normal schedule.
While the position will have established working hours, aviation operations do not always occur during normal business hours. Flights may depart or arrive early in the morning, late at night, on weekends, or on holidays, and schedules may change with little notice. Reasonable availability and flexibility outside of normal working hours is therefore an essential requirement of the position.
The AFOS may be required to respond to time-sensitive calls, texts, or operational matters outside of regularly scheduled hours involving active or upcoming flights, schedule changes, client needs, crew issues, maintenance disruptions, or other urgent matters. AFOSs are expected to anticipate after-hours needs, prepare appropriately, and ensure appropriate coverage and handoff whenever possible.
The employee's two scheduled days off are intended to be actual days off, with routine dispatch coverage handled by the designated backup person except in unusual or emergency circumstances.
Qualifications & Core Competencies
- Part 91 and/or Part 135 aviation experience strongly preferred.
- Prior dispatch, charter, aviation operations, logistics, executive travel, or high-level customer service experience preferred.
- Strong computer skills and ability to learn aviation scheduling and flight-tracking systems.
- Exceptional written and verbal communication skills.
- Outstanding attention to detail and organizational ability.
- Ability to manage multiple active trips and rapidly changing priorities.
- Strong independent problem-solving and decision-making within established authority.
- Ability to remain calm and professional during time-sensitive operational situations.
- Strong customer-service mindset with the ability to anticipate client needs.
- High degree of confidentiality, professionalism, accountability, and follow-through.
- Willingness to work weekends, holidays, evenings, and nontraditional hours as required by the assigned schedule and flight activity.
Performance Standard
Successful performance means flights are prepared accurately and on time; crews receive complete information; clients receive proactive communication; FBO and transportation arrangements are accurate; changes are communicated quickly; potential problems are identified early; safety concerns are immediately escalated; records remain current; and outstanding issues are followed through to completion.
The standard for this position is simple: Know what is happening. Know what is happening next. Identify what could go wrong. Communicate before someone has to ask. Follow through until the task is complete.
Location: Rogers AR
Employment Type: Full-Time
Benefits: Health, 401K, Dental, Vision
Salary: $55,000 - $68,000
Pay: $55,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
