Note: The job is a remote job and is open to candidates in USA. FlySmoother is a high-touch luxury travel and private aviation advisory firm serving discerning global clients. They are seeking a Private Aviation Operations Coordinator who will manage charter sourcing, operator negotiations, trip execution, and portfolio oversight while maintaining situational awareness across multiple active flights and proposals.
Responsibilities
- Source aircraft via Avinode and direct operator networks
- Analyze operator reliability, aircraft suitability, routing feasibility, and pricing
- Build structured, client-ready flight comparisons using internal tools
- Negotiate pricing and contract terms with operators
- Understand FET, segment fees, repositioning logic, and total trip economics
- Think beyond the flight — evaluate aircraft pedigree, crew quality, maintenance programs, and operational risk
- Oversee charter setup from contract through post-flight reconciliation
- Confirm tail numbers, crew legality, catering, slot constraints, duty limits
- Monitor live flights and manage disruptions in real time
- Coordinate FBOs, ground transport, and ancillary services
- Maintain structured trip records within our internal platform
- Handle last-minute changes calmly and decisively
- Track trip-level profitability and contribution margin
- Maintain clean records of invoices, payments, commissions, and reconciliations
- Reconcile post-flight costs against quoted expectations
- Understand how each booking contributes to overall portfolio performance
- Identify trends in operator pricing, client usage, and revenue performance
- Work closely with Leisure Travel and VIP Ground teams to align full itineraries
- Maintain CRM visibility and structured client communication
- Contribute to internal workflow refinement and system optimization
- Support senior leadership on operational strategy and growth initiatives
- Help shape the evolution of FlySmoother’s proprietary aviation platform
Skills
- Excellent written and verbal communication
- High EQ and professional composure
- 2–5 years in private aviation, charter brokerage, or a similarly demanding operational environment is preferred
- Strong working knowledge of Avinode (or comparable sourcing platforms)
- Familiarity with charter contracts and trip structure
Company Overview