Flight Coordinator

Brief Description

Title: Flight Coordinator

Location: Fishers, IN

Reports to: Director of Operations Control Center (OCC)

Built Different

Jet Access is a family-owned, professionally operated private aviation company. Everything private aviation lives here: charter, aircraft management, maintenance, sales, flight training, FBO services, and charter brokerage. We were the first to bring every sector of private aviation under one brand, and the best of what we are building is still ahead of us.

But here is what you really need to know: the energy at Jet Access is different, and you will feel it from day one. We move with purpose and intensity, thinking strategically, acting decisively, and tackling challenges head-on. This is not a place for coasting. We expect excellence, ownership, and the drive to do things right even when it is harder. We push hard because we genuinely want to elevate the lives of our clients, our aircraft owners, and the people right next to us. Growth is not just happening around us. We are driving it together.

Bring your energy, your expertise, and your commitment to excellence and expect us to meet you with the same. You will have a voice, a real seat at the table, and the opportunity to grow in a company that is genuinely invested in your future. Expect it all.

Our Core Values

• Safety First. Above all else, we operate with the safety of our Team Members, clients, and guests as our top priority. No exceptions, no shortcuts.
• Do the Right Thing for the Long Term. We act ethically, think strategically, and make decisions built for the future. Our Team Members are empowered to choose the harder right over the easier wrong.
• Take Care of Each Other. When we take care of our people, our people take care of our clients and each other. We show up, listen first, and lift each other up.
• Relationships Matter. Our relationships with Team Members, clients, vendors, and the communities we serve are the foundation of our success. We keep our word and build trust one interaction at a time.
• Maintain Positivity. We celebrate wins, lift each other up, and bring optimism and solutions to every challenge. The energy we create together is a choice, and we choose well.
  
  

Your Competitive Edge

• Base salary: $55,000 to $70,000 annually, paid bi-weekly
• This position is classified as FLSA Exempt
  
  

Our commitment to “Take Care of Each Other” shows up in everything we offer: generous benefits, competitive wages, paid vacation and holidays, excellent training programs, and discounted flight training. You will join a tight-knit family where leadership is compassionate, transparent, and empowers you to achieve success, both for the business and your personal growth.

Where You Make Your Mark

The Flight Operations Coordinator is the operational nerve center of Jet Access, holding authority over flight release decisions, directing real-time coordination across departments, and managing vendor relationships that keep every mission moving safely and on time. This is not a support role – it is a seat of genuine operational authority where independent judgment, regulatory expertise, and decisive action are exercised on every shift. The Flight Operations Coordinator owns safety and compliance for every crew and passenger on every flight Jet Access operates, and the standard expected here reflects that weight.

Flight Release Authority and Safety Oversight

• Exercise independent operational authority to determine the safety and legality of each assigned flight, releasing or directing flights based on crew status, aircraft readiness, and regulatory compliance within the scope of dispatcher qualification
• Conduct the Daily Flight Review and Flight Risk Assessment for every flight, applying independent judgment to identify and mitigate risk factors prior to departure
• Authorize flight releases through the Pre-Flight checklist in the operations system, confirming all conditions of release are met and communicating all details to the assigned Pilot in Command
• Monitor the progress of each IFR and VFR flight in real time, exercising authority to initiate diversions, delays, reroutes, or cancellations when planned conditions cannot be maintained
• Confirm arrival of each flight and initiate overdue aircraft procedures when arrival cannot be confirmed within required timeframes
  
  

Flight Planning, Weight and Balance, and Crew Support

• Develop and deliver complete flight packages for each mission, including route planning, fuel optimization, alternate airport analysis, and weather assessment tailored to aircraft performance and operational requirements
• Compute or review weight and balance for assigned flights, ensuring all calculations are accurate, compliant, and documented prior to departure
• Prepare and distribute trip packages to crew the evening prior to departure, confirming all details with the Pilot in Command and ensuring the crew is fully briefed on routing, logistics, and any special considerations
• Assign crew members to flight assignments, designate Pilot in Command, and verify all crew members are legally qualified, current, and compliant with FAA flight and duty time requirements at duty-on and throughout the proposed duty day
• Review and audit crew travel expenses for accuracy, compliance with company policy, and appropriate cost management, flagging discrepancies and coordinating resolution before submission
  
  

Cross-Functional Direction and Operational Coordination

• Direct real-time coordination across Maintenance, Crew Records, Client Services, and Charter teams, making binding operational decisions that keep flights on schedule and clients informed
• Coordinate and confirm all details for international trips including customs, overflights, visas, APIS submissions, landing permits, and parking arrangements, ensuring the Final Crew Trip Schedule reflects every confirmed detail
• Ensure all TSA No Fly List checks are completed prior to each flight in accordance with applicable regulations, and document and track all VFR Flight Locating movements as required
• Ensure prompt escalation of all flight exceptions, abnormal situations, or operational irregularities to required parties, and proactively communicate trip delays and maintenance issues through the Service Reports application
• Enter all post-flight times for aircraft and crew members into the system accurately for record-keeping, crew tracking, and regulatory compliance, and assist pilots in planning routing to maximize safety while minimizing fuel burn
  
  

Vendor Selection and Third-Party Decision Authority

• Select and approve FBO services, ground handlers, fuel releases, catering providers, and crew transportation vendors within established company guardrails, exercising discretionary judgment to optimize cost, quality, and operational fit for each mission
• Evaluate and engage handling agents for international operations, confirming capability, safety standards, and compliance with Jet Access operational requirements before authorizing services
• Negotiate fuel uplift locations and release quantities in coordination with flight planning to minimize repositioning costs and maximize fleet efficiency
• Maintain current knowledge of vendor performance, pricing trends, and service quality across the FBO and handling network, making recommendations that improve operational outcomes and reduce costs over time
• Ensure all vendor selections and third-party engagements are documented accurately and communicated to the crew and relevant internal teams prior to departure
  
  

Regulatory Compliance, Standards, and Continuous Improvement

• Maintain full working knowledge of 14 CFR Parts 1, 61, 91, 119, and 135; 49 CFR Parts 175 and 830; Operations Specifications; and all applicable maintenance and airworthiness requirements, applying that knowledge independently to operational decisions on every shift
• Contribute to the development and refinement of OCC operating procedures, identifying gaps and recommending improvements that strengthen compliance, safety, and operational efficiency
• Participate in OCC training programs and actively pursue FAA Aircraft Dispatcher certification, maintaining qualifications in accordance with company and regulatory standards throughout employment
• Support optimal crew staffing coverage by honoring and accurately documenting days off, flagging scheduling conflicts proactively, and collaborating with peer Flight Operations Coordinators to maintain continuous OCC coverage
• Complete special projects and initiatives as needed, embracing opportunities to contribute to Jet Access’s continued growth and success
  
  

Who Thrives In This Seat

The Skills You Carry In

• Bachelor’s degree in Aviation, Business, or a related field preferred; equivalent Part 135 or Part 121 OCC experience considered in lieu
• Minimum two years of experience in a Part 135 or Part 121 operations control environment, or DOD/DOT operational background with equivalent regulatory exposure
• FAA Aircraft Dispatcher Certificate strongly preferred; candidates without certification must obtain it within one year of hire as a condition of continued employment and expanded release authority
• Demonstrated working knowledge of 14 CFR Parts 1, 61, 91, 119, and 135; 49 CFR Parts 175 and 830; Operations Specifications; and applicable maintenance and airworthiness requirements
• Proficiency in flight planning tools, weight and balance computation, and aviation operations software; experience with Avianis or Horizon strongly preferred
• Strong proficiency in Microsoft Office Suite including Outlook, Word, and Excel; ability to manage multiple active communication channels simultaneously without losing accuracy or urgency
• Must successfully pass a background check and pre-employment drug and alcohol screening
• This position is designated as FAA Safety Sensitive and is subject to DOT/FAA random drug and alcohol testing throughout employment
• Deep alignment with Jet Access core values and an unwavering commitment to Safety First in every operational decision
  
  

What This Role Asks Of You

• This is a fully on-site role based at Jet Access headquarters in Fishers, IN; remote work is not available for this position
• Rotating shift schedule covering day, evening, overnight, and weekend hours; the OCC operates 24/7 and shift assignments rotate across the team to maintain continuous coverage
• Physical demands are primarily stationary – extended periods at a workstation managing multiple screens, communication channels, and live operational systems simultaneously
• Reliable transportation required
  
  

How You Engage

• Composed and steady under pressure – this role requires the ability to manage multiple simultaneous priorities without losing accuracy, urgency, or professionalism, especially when conditions change quickly
• Communicates with clarity and authority across departments and with flight crews, conveying critical operational information concisely and without ambiguity
• Receives and applies feedback constructively, using it to sharpen judgment and build expertise; the training curve here is real and the best performers treat it as an opportunity
• Builds trust quickly with pilots, maintenance, and client-facing teams by being reliable, knowledgeable, and consistent – people know they can count on this seat
• Demonstrates genuine alignment with a safety-first culture, not as a policy but as a personal standard that shapes every decision made on every shift
  
  

What The Days Look Like

• Rotating shift schedule that includes days, evenings, overnights, and weekends – coverage is a team responsibility and every coordinator carries their share of the rotation
• No two shifts are the same – expect to manage multiple active inboxes, simultaneous chat threads, phone lines, and live flight following all at once while maintaining precision and calm under pressure
• Trip packages go out to crews the evening prior; the shift begins with confirming details with the Pilot in Command and carries through release, monitoring, and post-flight entry before handing off to the next coordinator
• Participation in OCC team meetings, training sessions, and procedure reviews is expected as part of ongoing development and team standards alignment
• Follow-through is non-negotiable – every open item from a shift is documented and handed off cleanly so the next coordinator picks up without gaps
  
  

What Sets You Apart

• FAA Aircraft Dispatcher Certificate already in hand, with demonstrated application of that credential in a Part 135 or Part 121 operational environment
• Experience with international flight operations including APIS, overflight permits, customs coordination, and international handling arrangements
• Background as a Part 135 pilot, military aviator, or military operations specialist with firsthand experience in operational control and mission planning
• Familiarity with Flight Risk Assessment Tool processes, safety management systems, or structured operational risk frameworks
• Experience in vendor management, FBO network relationships, or charter operations that informs smarter, faster decision-making on handler and fuel selections
  
  

Jet Access Group and affiliated companies are an Equal Opportunity Employer committed to diversity and inclusion in our workplace. Employment decisions are based solely on the qualifications and merit of the individual candidate and needs of the business, without discrimination on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.