Aviation Scheduler

Job Summary

The Aviation Scheduler serves as the primary coordinator for assigning passengers into the aircraft schedule, and for communication and coordination among passengers and Aviation staff. This role involves essential administrative duties including maintaining flight records, processing travel requests, coordinating with vendors and ensuring invoices are coded properly, and supporting general departmental operations. The ideal candidate will contribute to the seamless operation of our aviation department by providing scheduling expertise, effective communication, and comprehensive administrative support to ensure safe, efficient corporate air travel.

Duties and Responsibilities

• Help create trips (flight schedules) and maintain passenger lists within BART flight-scheduling software.
• Ensure passenger itineraries are accurate and communicated timely to all stakeholders.
• Keep the passenger itineraries updated as the passenger list and flight details change.
• Help maintain associated flight records and documentation including trip logs, passenger manifests, and flight-time tracking.
• Coordinate closely with Aviation Manager to ensure aircraft and crew availability.
• Keep track of passenger profiles, ensuring they are complete for any who plan to travel, and that they’re up-to-date and accurate.
• Assist with accounts payable and expense tracking for aviation-related invoices, fuel receipts, maintenance costs, and trip expenses. Ensure invoices are correctly coded and prepared for leader review and approval.
• Provide general administrative support including answering phones, managing calendars, filing documents, and supporting department operations and special projects.
• Assist with booking travel and preparing expense reports for Aviation staff.
• Coordinate with Aviation Manager and Facilities and Administrative Services for their assistance with facility maintenance, and ordering supplies and catering, as appropriate.
• Be an in-office presence to collaborate and to handle on-site needs that arise.
• Support known Aviation department needs, look for additional ways to contribute, and other duties as assigned.

Skills and Competencies

• Solid working knowledge of general computer applications including the Microsoft Office Suite.  Will also utilize flight scheduling systems, aircraft tracking and related weather applications.
• Ability to manage multiple priorities simultaneously, coordinate complex schedules with various stakeholders, and maintain attention to detail while working under tight deadlines and changing requirements.
• Ability to quickly assess situations, make sound decisions under pressure, and adapt to last-minute schedule changes and coordinating between passengers, aviation staff, leaders, administrative staff, and other stakeholders.
• Skilled in expense tracking, invoice processing, and general administrative procedures with strong attention to accuracy and detail.
• Ability to work independently with high professionalism and to handle confidential information sensitively.
• Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences – including pilots, executives, vendors, and employees.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Optimizes work processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Situational adaptability - Adapting approach and demeanor in real time to match the shifting demands of different situations.

Required Qualifications

• High school diploma or GED.
• Minimum of two (2) years of administrative experience, preferably in aviation, transportation, or a corporate environment.
• Available to support after-hours and weekend trip changes, as needed (occasional).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• An acceptable pre-employment background and drug test.

Preferred Qualifications

• Experience in an aviation environment or with flight-scheduling software a plus.
• Associate’s degree in business administration, office administration, or related a plus.

Physical Requirements and Working Conditions

• Requires prolonged sitting, some bending and stooping.
• Occasional lifting up to 25 pounds.
• Manual dexterity sufficient to operate a computer keyboard and calculator.

Continental Resources, Inc. provides equal employment opportunities and access for all applicants and employees without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information, veteran status, or any other category protected by law.