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Flight Operations Scheduler and Administrative Assistant

WilsonHCG Palm Beach, FL Full-Time
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  • Compile a complete profile of needs associated with each flight, including requirements for ground transportation, catering, cargo, customs information, foreign national information and any additional, unique information that may be required because of the nature of the trip.
  • Review trip requirements against aircraft status, airport parameters and weather forecast. As necessary, advise requesting office of changes required by aircraft performance or airport parameters; recommend alternative plans.
  • Dispatch day’s flight operations to ensure complete coordination of planned trip requests. Monitor weather conditions and flight follow timing to ensure execution of requests; recommend changes as necessary. Monitor effect of changes on day’s activity for multiple executive offices. Constantly review trip requirements and adjust plans and priorities.
  • Provide timely follow-through on issues and coordinate changes with appropriate operating offices and personnel and all agencies associated with flights. Ensure communications are complete, accurate and timely.
  • Assist with the scheduling of crews to all assignments including flight duty, training, administrative and personal time; maintain a goal to provide balance of crewing assignments; ensure that all crew duty rules and guidelines are in compliance with departmental and FAA guidelines and that crewing is done in accordance with the rules and guidelines; review and adjust assignments as changes occur.
  • Interface with Director of Maintenance to review planned maintenance activities and their impact on flight schedules.
  • Make ARO’s and other special reservations sufficiently in advance of trips so as to meet passenger travel requirements.
  • Prepare and provide complete trip documentation; brief crews and Maintenance Department with all appropriate information; maintain flight following logs, crew logs, trip record files and all reference resources.
  • Provide flight planning information to flight crews, as requested, including weather, flight plans, suitability of airports and facilities, customs requirements, overfly permits, curfew information, airport slots and government regulations for domestic and international flights. Assist with international visa applications for crew members.
  • Ensure that flight requests, schedules and manifests are complete and accurate; interface with internal auditors and assure compliance with corporate policies and procedures.
  • Assist with arranging and booking hotels, rental cars, airline transportation and other travel arrangements for crew members.
  • Coordinate the schedules of all charter or fractionally owned aircraft with executive offices.
  • Establishing and maintaining relationships with outside vendors to include logistical support, i.e., fixed based operators, handlers, fuel providers, ground transportation, etc.
  • Provide administrative support for the department’s financial accounting. This includes tax information, SIFL reports, and processing invoices for payment, collecting data for charge back reports and assisting with data needed for budget reporting.
  • Ensure that all activities are in compliance with all appropriate IS-BAO, Carrier Corporation and Government EH&S, Diversity and Ethics policies and guidelines.
  • Perform additional tasks and acquire varying responsibilities as appropriate.

  • High School Graduate. College degree preferred.
  • FAA Aircraft Dispatcher Certificate preferred or experience in a high volume aviation dispatch setting.


  • Demonstrated aptitude for handling detailed information in fast-paced environment with constantly changing priorities;
  • Strong organizational skills and demonstrated initiative;
  • Team player with a demonstrated aptitude for customer satisfaction, both internally and externally;
  • Ability to formulate and execute solutions quickly, accurately and independently, or in a team setting; able to take direction from management;
  • Strong interpersonal skills with the ability to communicate effectively with personnel at all levels in the organization;
  • Working knowledge of MS Word, Access, Excel and PowerPoint.
  • Prior experience with aviation scheduling software such as Professional Flight Management (PFM) or Flight Operations System (FOS) preferred.
  • Prior experience with accounts-payable/invoicing software such as SAP Ariba preferred.
  • In addition, must be able to work early morning/late evening hours as required. Available for after hours, weekend, and holiday calls to schedule aircraft, update flight information or provide assistance to flight crews or passengers.
  • Occasional travel for training and professional conferences in order to remain current on resources available and training opportunities to facilitate an effective scheduling operation.

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