Business Operations & Project Coordinator

Position Title: Business Operations & Project Coordinator

Reports To: President & Co-FounderPosition Summary

Flying Fox UAV is hiring a Business Operations & Project Coordinator to sit at the center of a small, fast-moving company.

This is not a task-list job.

Working directly with the President, you will help keep client projects and company operations moving—tracking commitments, organizing priorities, catching problems early, following through, handling what can be handled, and escalating only what genuinely needs leadership attention.

No two weeks will look exactly the same. Priorities shift, new needs emerge, and sometimes the plan changes quickly.

The right person will find that energizing rather than frustrating.

We are looking for someone who sees what needs to be done, takes initiative, knows how to prioritize, keeps track of the details, and follows things through to completion.

About Flying Fox UAV

Flying Fox UAV is a certified Women-Owned Small Business (WOSB) based in Western Loudoun County, Virginia, operating at the intersection of technology, construction, data, and critical infrastructure.

We began with aerial data, but our work continues to evolve. Today, we support complex construction and mission-critical environments with mapping, visual intelligence, thermal imaging, secure data workflows, drone detection, and other specialized technologies that help our clients better understand, manage, and protect their projects.

We are intentionally building something different: a company known not simply for the technology we use, but for the quality of our thinking, the reliability of our work, and the experience we create for our clients.

Flying Fox is still a small company, which means the right person can have a meaningful impact here. Ideas do not disappear into layers of management. Strong people are given room to contribute, improve how we operate, help shape what comes next, and grow alongside the business.

We value initiative, curiosity, accountability, precision, and people who take genuine ownership of the outcome—not just their individual task. We work collaboratively, hold ourselves to a high standard, and believe that when the company succeeds, the team succeeds with it.

For someone looking for more than a narrowly defined job, Flying Fox offers the opportunity to become an important part of a company that is still being built.

Primary Responsibilities

Project Coordination

• Maintain schedules, trackers, deadlines, and open action items across active projects.
• Coordinate information between leadership, field operations, production, clients, and vendors.
• Track commitments and follow up to make sure important tasks are completed.
• Flag missing information, approaching deadlines, and emerging problems before they escalate.
• Help prioritize competing projects, deadlines, and business needs.
• Prepare project documentation, client materials, reports, presentations, and correspondence.
• Maintain organized project records and files.

Leadership Support

• Turn conversations and decisions into tracked, completed action.
• Help organize priorities and follow up on commitments, deadlines, meetings, and outstanding decisions.
• Prepare agendas, meeting materials, presentations, correspondence, and other business documents.
• Research and assemble information needed for pending decisions.
• Resolve what you can independently and surface what genuinely needs the President’s attention.
• Help protect leadership time by keeping routine business needs moving.

Business Operations

• Maintain company records, files, calendars, documentation, and internal systems.
• Coordinate vendors, purchasing, supplies, equipment, subscriptions, and office needs.
• Support expense tracking, invoicing administration, purchasing, and basic budgeting.
• Assist with onboarding, training records, employee documentation, and administrative requirements.
• Improve the processes, checklists, templates, and SOPs the company runs on.
• Handle occasional local business errands and logistical needs.

Operations Support

• Support the field team with scheduling, logistics, project information, documentation, and purchasing.
• Help ensure the operations team has the information and resources needed for upcoming projects.
• Coordinate changing project schedules and priorities.
• Support communication between field operations, production, leadership, and clients.
• Occasionally visit active construction sites for meetings, projects, events, or other company needs.
• Help remove administrative load from the technical team so they can stay focused on data acquisition and production.

Marketing, Events & Sales Support

Marketing is not the primary purpose of this position, but this person will help support Flying Fox’s broader marketing, business development, and client engagement activities.

• Support social media, newsletters, announcements, and client communications.
• Assist with proposals, presentations, prospect research, and sales follow-up.
• Coordinate company events, sponsorships, educational programs, and promotional activities.
• Work with print, web, promotional, and other outside vendors.
• Help ensure Flying Fox materials and communications consistently represent our brand.

Who You Are

Your exact previous title matters less to us than how you operate.

You are likely someone who is:

• Proactive. You do not wait to be handed a list.
• Organized under load. Multiple projects, conversations, deadlines, and priorities at once do not rattle you.
• Able to prioritize. You can distinguish between what is urgent, what is important, and what can wait.
• A finisher. If you say you will handle something, it gets handled.
• Resourceful. Your first instinct is to figure things out.
• A problem solver. You do not just identify a problem—you help determine what happens next.
• Adaptable. Priorities can shift quickly, and you may be pulled into needs that were not part of the original plan. You can reprioritize without losing track of what still needs to get done.
• Fast but intentional. You move with urgency without sacrificing accuracy.
• Confident. You are comfortable communicating with executives, employees, clients, vendors, and partners.
• Humble. Confidence does not mean you have all the answers. You ask questions, take feedback well, and are quick to say "I don't know, let me find out."
• Detail-oriented. You notice things others miss.
• Accountable. You take responsibility for your work, own mistakes, correct them, and learn from them.
• Comfortable wearing multiple hats. You do not need every responsibility to fit neatly inside a job description.
• Team-oriented. You understand that your work affects your coworkers, our clients, our reputation, and the success of the company as a whole.
• Looking for the long term. You are not looking for a stepping-stone role. You want to grow with a company, build real expertise, and be recognized for it over time.
• Curious about the business. You want to understand how it works, not simply complete assigned tasks.

Most importantly, we are looking for someone who takes genuine ownership of their work and wants to be part of building something—not simply someone who completes a list of assigned tasks.

Experience & Qualifications

We care more about demonstrated capability than a specific career path.

Strong candidates may come from project coordination, business operations, executive or administrative support, office management, construction or professional services, client services, events, marketing coordination, or small-business operations.

Ideally, candidates will have:

• Approximately 3–5 years of relevant professional experience.
• Proven ability to manage competing priorities and deadlines independently.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Strong Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams, and shared file environments.
• Comfort learning new software platforms and business systems.
• Sound judgment and appropriate handling of confidential information.

Experience in construction, aviation, technology, engineering, professional services, or another project-driven environment is helpful but not required.

A bachelor’s degree is welcomed, but equivalent professional experience and demonstrated capability are equally valued.

What Success Looks Like

Within a year, this person knows:

• What needs to happen.
• Who owns it.
• When it is due.
• What is slipping.
• What information is missing.
• What needs a decision.
• What needs the President.
• And what can simply be handled.

The measure is fewer dropped details, tighter communication, stronger systems, and more leadership and technical time spent on the work only they can do.

For the right person, this role offers meaningful opportunity to grow in responsibility and leadership as Flying Fox continues to grow.

Position Requirements

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

This position requires the ability to:

• Work at a computer and sit and/or stand for extended periods.
• Occasionally lift, carry, or move items weighing up to 50 pounds.
• Travel to and safely navigate active construction sites, including walking and standing on uneven or unfinished surfaces, and walking flights of stairs.
• Work outdoors periodically in varying weather conditions.
• Wear required personal protective equipment when visiting construction sites.
• Travel locally for company business as needed.

This position may occasionally require early-morning, evening, or weekend availability related to company events, meetings, or operational schedules.

Reliable transportation is required for regular attendance at our Western Loudoun office.

The position may periodically require use of a personal vehicle for company-related errands, vendor visits, meetings, events, or other local business needs. Business mileage will be reimbursed in accordance with company policy.

Employees who drive on company business must maintain a valid driver’s license, an acceptable driving record, and legally required automobile insurance.

Compensation & Benefits

$55,000–$60,000 annually, depending on experience and demonstrated capability.

Benefits include:

• Two weeks paid time off, accrued biweekly
• Up to 20 hours of accrued unused PTO carried into the following year
• Six paid major holidays annually
• Paid company closure from December 25 through January 1
• QSEHRA health reimbursement of up to $500 per month toward eligible health insurance premiums
• Company-provided equipment: Laptop, company cell phone, required software, and equipment necessary to perform the role.

This is a full-time, in-office position based in Western Loudoun County, Virginia.

Pre-Employment Screening

Employment is contingent upon satisfactory completion of applicable pre-employment screening, including a criminal background check, motor vehicle record review, and drug screening.

How to Apply

Please submit a résumé and complete the Flying Fox UAV employment application, available on our website. Submissions without a completed application will not be reviewed. Email your resume, cover letter and completed application to info@flyingfoxuav.com. Subject line must reference the position you are applying for.

Our application is intentionally designed to help us understand more than your work history. We want to learn how you approach responsibility, priorities, problem-solving, teamwork, and ownership.

Qualified candidates will be contacted regarding next steps.

Equal Opportunity

Flying Fox UAV, LLC is an Equal Opportunity Employer. Employment decisions are based on qualifications, demonstrated capability, merit, and business needs without discrimination prohibited by applicable federal, state, or local law.

Reasonable accommodation is available to applicants and employees with disabilities as required by law.

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• Paid time off

Work Location: In person

Salary : $55,000 - $60,000