Operations Specialist - General Aviation
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Key skills for this role
About the Role
UAS International Trip Support seeks an Operations Specialist to manage end-to-end trip coordination for business aviation clients. The role involves flight planning, permit and slot requests, vendor coordination, and real-time flight monitoring.
Key Skills for This Role
Responsibilities
- Receive and acknowledge new requests and prepare new trip files ensuring necessary information has been received
- Liaise with Flight Planning to define planned routing; verify and plot the route using in house software
- Prepare and transmit permits, PPR, slot requests, ground handling and fuel requests and deal with all vendors in support of client operations
- Ensure that agents and vendors selected are correct for the tasks required and in line with company policies
- Prepare and provide detailed handovers for the next shift
- Provide careful flight watch of every client operation, tracking flights on a live basis
- Provide regular status and progress updates to clients regarding confirmations and approvals of required services
- Provide a clear and comprehensive final Flight Briefing document for the client
- Coordinate with CAAs, Agents, Handlers, FBOs and third party vendors to follow up on specific requests
- Answer all inquiries from clients relating to operational feasibility requirements
Requirements
- Minimum 3 years of hands on experience in Trip Support Operations within business aviation
- Fluent or native English speaker (American accent preferred)
- Proven track record in coordinating international flight operations including permits, slots, PPRs, ground handling, and fuel arrangements across multiple regions
- Strong understanding of international aviation regulations, statutory requirements, and compliance standards related to overflight/landing permits and airport operations
- Familiarity with coordination protocols with CAAs, FBOs, agents, and third party vendors
- Skilled in using aviation support software and internal CRM/ops platforms
- Good communication and interpersonal skills
- Detail oriented and organized with ability to multi task across multiple time zones and shifts
Full Job Posting
Role Overview
- The Operations Specialist plays a critical front line role in delivering high quality trip support services to UAS clients and aircraft operators.
- Responsible for managing end to end coordination of all operational aspects, from receiving client requests to flight follow up and post operation support.
- Requires proactive planning, real time problem solving, and seamless communication with internal teams and global vendors.
Key Responsibilities
- Receive and acknowledge new requests and prepare new trip files ensuring necessary information has been received.
- Liaise with Flight Planning as required to define planned routing; verify and plot the route using in house software.
- Prepare and transmit permits, PPR, slot requests, ground handling and fuel requests and deal with all vendors in support of your client’s operation.
- Ensure that agents and vendors selected are correct for the tasks required and in line with company policies.
- Prepare and provide detailed handovers for the next shift, as coordinated by SOM/QCM/SOS.
- Provide careful flight watch of every client’s operation. Tracking of flights on a live basis is as important as getting the planning stage correct.
- Provide regular status and progress updates to clients in relation to the confirmations and approvals of their required services.
- Provide a clear and comprehensive final Flight Briefing document for the client, in liaison with Flight Planning when applicable.
- At all times, carefully and efficiently plan and process client requests in accordance with statutory requirements and company policy.
- Coordinating with CAAs, Agents, Handlers, FBOs and associated third party vendors to follow up on specific requests.
- Communicate clearly, politely, and promptly with all internal and external stakeholders involved in the overall process.
- Use company systems and references at all times, so as to capture the latest information and maximize efficiency.
Required Qualifications
- Minimum of 3 years of hands on experience in Trip Support Operations within business aviation.
- Fluent or native English speaker (American accent preferred).
- Proven track record in coordinating international flight operations, including permits, slots, PPRs, ground handling, and fuel arrangements across multiple regions.
- Strong understanding of international aviation regulations, statutory requirements, and compliance standards related to overflight/landing permits and airport operations.
- Familiarity with coordination protocols with CAAs, FBOs, agents, and third party vendors.
- Skilled in using aviation support software and internal CRM/ops platforms to document and process trip data efficiently.
- Good communication and interpersonal skills, with the ability to handle high pressure situations, problem solve in real time, and provide client centric solutions.
- Detail oriented and organized with a demonstrated ability to multi task across multiple time zones and shifts.
- Committed to maintaining accurate flight records and ensuring clear handovers to support internal billing and shift continuity.
Key Competencies
- Client Focus: Proactively anticipates needs and delivers tailored solutions to ensure client satisfaction.
- Trip Coordination: Expert in managing end to end trip support, including permits, slots, fuel, and ground handling.
- Regulatory Compliance: Strong understanding of international aviation rules and permit requirements.
- Flight Monitoring: Maintains live situational awareness to manage real time changes and disruptions.
- Vendor Management: Selects and coordinates with vendors to ensure quality, compliance, and efficiency.
- Clear Communication: Engages effectively with clients, vendors, and internal teams to ensure alignment.
- Crisis Response: Handles operational challenges calmly, resolving issues quickly and professionally.
- Detail Orientation: Ensures accuracy in documentation, service confirmations, and shift handovers.
- System Proficiency: Skilled in aviation systems, planning tools, and internal operational platforms.
- Time & Task Management: Manages multiple global operations efficiently across shifting time zones.
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