Charter Operations Coordinator Job Description [Updated for 2025]

In the fast-paced world of aviation, the role of a Charter Operations Coordinator is crucial.

As the aviation industry continues to evolve, so too does the demand for skilled coordinators who can effectively manage, optimize, and secure our charter operations.

But what’s exactly expected from a Charter Operations Coordinator?

Whether you are:

• An aspirant trying to understand the core responsibilities of this role,
• A hiring manager laying out the blueprint of the perfect candidate,
• Or simply fascinated by the intricacies of charter operations,

You’re in the right place.

Today, we present a customizable Charter Operations Coordinator job description template, crafted for effortless posting on job boards or career sites.

Let’s dive right in.

Charter Operations Coordinator Duties and Responsibilities

Charter Operations Coordinators oversee the logistics of charter operations, ensuring that all flights are organized and executed smoothly.

They work closely with clients, aircrew, and ground staff, requiring excellent communication skills and a keen attention to detail.

Their primary duties and responsibilities include:

• Coordinating and scheduling charter flights according to client needs and aircraft availability
• Communicating with clients to understand their requirements and to provide them with flight details
• Working closely with pilots, crew members, and ground staff to ensure smooth operations
• Ensuring compliance with all relevant aviation regulations and safety standards
• Handling client inquiries and complaints and resolving them promptly
• Processing charter booking and payments
• Managing flight documentation, including passenger manifests, fuel orders, and customs paperwork
• Maintaining up-to-date knowledge of aircraft availability and status
• Assisting in the development and implementation of operational procedures and policies
• Conducting post-flight analysis to identify areas for improvement

 

Charter Operations Coordinator Job Description Template

Job Brief

We are seeking a highly organized and competent Charter Operations Coordinator to oversee the planning and coordination of charter operations.

This role includes managing flight schedules, coordinating with pilots and air crew, liaising with clients, and ensuring all operations comply with FAA regulations.

The ideal candidate should have excellent organizational skills, a keen eye for detail, and a deep understanding of aviation operations.

 

Responsibilities

• Coordinate flight schedules, crew assignments, and aircraft availability
• Liaise with clients to determine their charter needs and preferences
• Ensure all operations are carried out in accordance with FAA regulations
• Manage relationships with service providers, including fuel suppliers, caterers, and ground handlers
• Resolve any operational issues or emergencies promptly and professionally
• Oversee the preparation of flight documentation, including flight plans, weather briefs, and NOTAMs
• Monitor and report on charter operations performance
• Maintain accurate records of charter operations
• Assist in the development and implementation of operational procedures and policies

 

Qualifications

• Proven experience in charter operations or a similar role in the aviation industry
• Knowledge of FAA regulations and international flight operations
• Strong organizational and coordination skills
• Excellent communication and customer service skills
• Ability to handle stressful situations and to make decisions under pressure
• A high level of attention to detail and accuracy
• Bachelor’s degree in aviation management or a related field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Training and development opportunities

 

Additional Information

• Job Title: Charter Operations Coordinator
• Work Environment: Office setting with potential for occasional travel. Flexibility required for on-call duties and operations outside normal business hours.
• Reporting Structure: Reports to the Charter Operations Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Charter Operations Coordinator Do?

A Charter Operations Coordinator typically works for airlines or travel companies that offer private aircraft chartering services.

Their primary responsibility is to manage and oversee the logistical aspects of charter operations to ensure smooth and efficient service delivery.

They handle scheduling, coordinating, and tracking flights, ensuring that everything runs on schedule and any issues or delays are addressed promptly.

They also work closely with pilots, cabin crew, ground staff, and maintenance teams to ensure aircraft are ready for departure and meet safety regulations.

Charter Operations Coordinators often serve as the main point of contact for clients.

They handle inquiries, provide quotes, process bookings, and address any concerns or special requests customers might have.

They ensure that all client specifications are met, from catering requests to onboard amenities and specific landing times.

In addition, they may also be responsible for preparing and managing flight documents and ensuring compliance with aviation laws and regulations.

They are also expected to coordinate with various departments and external entities such as customs, immigration, and ground services for international flights.

Moreover, Charter Operations Coordinators often participate in emergency response planning and crisis management, ensuring the safety and well-being of passengers and crew at all times.

 

Charter Operations Coordinator Qualifications and Skills

A proficient Charter Operations Coordinator should have the skills and qualifications that align with your job description, such as:

• Excellent organizational skills to manage and coordinate various charters simultaneously, ensuring efficient service delivery.
• Strong communication skills to interact with clients, charter operators, crew members, and other stakeholders, ensuring smooth operations.
• Ability to make quick decisions and problem-solving skills to address and resolve issues that may arise during charter operations.
• Good understanding of aviation regulations and safety standards to ensure compliance during operations.
• Customer service skills to provide satisfactory charter services to clients and maintain client relationships.
• Technical skills to understand and operate charter systems, flight scheduling software, and other relevant technology.
• Attention to detail to effectively manage the logistics of charter operations, including flight planning, crew scheduling, and client requirements.
• Time management skills to ensure timely execution of charters and to effectively manage delays or changes in schedule.

 

Charter Operations Coordinator Experience Requirements

For entry-level Charter Operations Coordinator roles, candidates are usually required to have a minimum of 1 to 2 years of experience in a related field such as aviation operations, customer service, or logistics coordination.

This experience can often be gained through internships, part-time roles, or relevant academic programs.

Candidates with a background in handling flight operations, coordinating with ground services, or managing customer inquiries are often preferred.

Knowledge of aviation laws, safety procedures, and airport protocols can significantly enhance a candidate’s suitability.

For individuals with more than 3 years of experience, they often have a deeper understanding of aviation operations, including charter sales, flight planning, and coordination with flight crew and ground staff.

This level of experience may also involve handling complex situations, such as flight delays, customer complaints, or emergency situations.

Those with more than 5 years of experience in charter operations coordination often have a thorough understanding of the intricacies of the aviation industry and may have acquired some leadership or managerial experience.

These candidates are well-equipped to handle high-level tasks, oversee teams, and make critical decisions to ensure smooth charter operations.

 

Charter Operations Coordinator Education and Training Requirements

Charter Operations Coordinators typically require a bachelor’s degree in aviation management, business, or another related field.

They need a strong understanding of aviation rules and regulations, as well as excellent organizational and coordination skills to manage the different aspects of charter operations.

Familiarity with aviation software and platforms is also a must.

Experience in the aviation industry, particularly in charter operations, is highly beneficial and often required by employers.

This can be acquired through internships or entry-level positions in the industry.

In addition to formal education, Charter Operations Coordinators may need to obtain specific certifications or licenses depending on the nature of the job and the jurisdiction.

For example, some roles may require a pilot’s license or a certification in safety management systems.

While not always necessary, a master’s degree in aviation or business administration can help candidates advance in their career.

Further training in customer service, logistics, or project management can also be beneficial.

Continuing education is vital in this role due to the evolving nature of aviation technology and regulations.

Therefore, a commitment to ongoing learning and professional development is a valuable attribute for a Charter Operations Coordinator.

 

Charter Operations Coordinator Salary Expectations

A Charter Operations Coordinator earns an average salary of $50,000 (USD) per year.

However, the actual earnings can vary greatly depending on factors such as years of experience in the industry, the size and type of the company, and the location of the job.

 

Charter Operations Coordinator Job Description FAQs

What skills does a Charter Operations Coordinator need?

Charter Operations Coordinators should have excellent organizational and communication skills.

They need to manage various tasks such as coordinating logistics, scheduling, and managing contracts.

They should also have good interpersonal skills to work effectively with clients, crew, and suppliers.

Knowledge of aviation rules and regulations, as well as safety protocols, is also essential.

 

Do Charter Operations Coordinators need specific qualifications?

While a degree is not strictly necessary, having one in aviation management, business administration, or a related field can be beneficial.

Some airlines might also prefer candidates with prior experience in aviation operations.

Moreover, Charter Operations Coordinators must have a strong understanding of aviation regulations and safety protocols.

 

What should you look for in a Charter Operations Coordinator resume?

In a resume, look for a combination of relevant education and experience in aviation operations or coordination.

Knowledge of flight planning, crew scheduling, and customer service is essential.

Additional skills to look for include problem-solving abilities, attention to detail, and strong communication skills.

Familiarity with aviation software and systems can also be a plus.

 

What qualities make a good Charter Operations Coordinator?

A good Charter Operations Coordinator is an effective communicator, adept at coordinating between various parties including crew, clients, and suppliers.

They should be detail-oriented, capable of managing complex logistics and schedules without errors.

They must also be adaptable, able to handle the changing dynamics of flight operations, and respond to emergency situations calmly and efficiently.

 

What is the career progression for a Charter Operations Coordinator?

With ample experience and skills, a Charter Operations Coordinator can progress to higher roles such as Operations Manager or Director of Operations.

Some might also specialize in specific areas such as flight scheduling or contract management.

Many also pursue further education to enhance their skills and career prospects in the aviation industry.

 

Conclusion

And that’s the full picture.

Today, we’ve demystified what being a Charter Operations Coordinator truly entails.

And guess what?

It’s not just about coordinating operations.

It’s about orchestrating the perfect flight experience, one detail at a time.

With our comprehensive Charter Operations Coordinator job description template and real-world examples, you’re equipped to soar.

But why land now?

Fly higher with our job description generator. It’s your navigational tool to meticulously designed job listings or refining your resume to excellence.

Remember:

Every detail in charter operations paints a broader flight canvas.

Let’s take that journey. Together.

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