Charter Flight Coordinator

HELICOPTER CHARTER FLIGHT COORDINATOR (Hybrid)

HeliNY (HFS), a private aviation helicopter company, is looking for a Charter Flight Reservations Agent to provide flight quotes and reservations booking. This position requires experience in charter sales, high-end clientele, hospitality customer service, and operational efficiency; medical organ transplant transfer experience is a plus. The candidate will be responsible for supporting the growth plan for the division, which includes a focus on year-round growth in the charter business, increasing quoting efficiency, and driving repeat client business. This is a full-time position.

Responsibilities

Charter Reservations:

· Support helicopter charter sales, including quoting and booking and payment processing.

· Support sales growth strategies as determined by the Charter Director and other senior management to drive new client growth and expand existing client usage.

· Support the Company’s current book of business while helping to grow new clients.

· Liaise with high-net-worth individuals and corporations, with the ability to understand their requirements, needs, and tailor bespoke itineraries to provide exceptional air travel experiences(including other vendors such as ground transportation).

· Skilled at customer service phone interaction, with demonstrated experience in sales and customer satisfaction.

· Provide exemplary service to high-end clientele and corporations, addressing inquiries, and resolving issues promptly and professionally.

· Provide ongoing updates and maintenance to the Charter Department’s customer database (CRM).

· Ensure that flight amenities are available and provided to clients.

Operational Support:

· Dispatching and Flight Following

· Ensure all necessary documentation, including flight manifests and regulatory paperwork, is accurately completed and assessable and filed with the operations department.

· Dispatch helicopter charter flights in accordance with FAA Part 135 regulations, company Operations Manual, and safety policies

· Coordinate time-sensitive organ procurement and transplant transport missions

· Serve as liaison between transplant centers, Organ Procurement Organizations (OPOs), hospitals, flight crews, and ground transportation providers

· Monitor weather conditions, NOTAMs, TFRs, and airspace restrictions prior to dispatch

· Confirm permits, landing site approvals, and required documentation before flight release

· Communicate flight assignments, changes, and updates to pilots and operational staff

· Provide continuous flight-following for all active flights from departure to shutdown

· Maintain accurate flight records, logs, and dispatch documentation

· Ensure compliance with company SOPs and safety management system (SMS) requirements

· Coordinate with ground transportation, FBOs, landing sites, and third-party vendors

· Assist in providing monthly management reporting to track sales, utilization, sales reports, accounts payable/billing, client preferences, customer service monitoring and feedback.

· Maintain detailed records of all charter activities, including client information and preferences, flight details, and transactions.

Qualifications:

· Bachelor's degree in aviation management, business administration or a related field preferred.

· Minimum of 2 years of experience in helicopter charter sales and support, coordination or a similar role.

· Working knowledge of FAA Part 135 helicopter operations

· Strong understanding of weather interpretation, NOTAMs, and airspace

· Experience with selling to and serving high end clients and corporations.

· Exceptional organizational and time management skills, with the ability to manage multiple tasks simultaneously.

· Excellent communication and interpersonal skills, with a focus on delivering outstanding customer service.

· Proficiency MS Suite; aviation software a plus.

· Ability to work flexible hours, including evenings and weekends, holidays as required.

Preferred Qualifications:

· Previous experience working with luxury helicopter charter sales or hospitality serving high-end clientele.

· Certification or training in aviation safety and compliance.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• On-the-job training
• Paid time off
• Pet insurance
• Vision insurance

Work Location: In person

Salary : $65,000 - $70,000