What are the responsibilities and job description for the Flight Coordinator position at Schubach Aviation?
We're Hiring: Part 91/135 Flight Coordinator | Schubach Aviation
Preferred Location: Near CRQ (Carlsbad, CA)
Also Considered: Remote will be considered based upon experience.
Schedule: Flexible hours – includes nights, weekendsholidays (on-call)
Join our growing team at Schubach Aviation! We're seeking a motivated and experienced Part 91/135 Flight Coordinator who thrives in a fast-paced, customer-focused environment. The ideal candidate is a proactive problem-solver with a passion for aviation and delivering five-star service to clients and crew alike.
This role requires full engagement, those who take genuine pride in flawless execution will thrive here.
Responsibilities:
- Own the full coordination lifecycle of domestic and international flights including FBOs, ground transportation, hotels, catering, and bespoke client requests
- Manage international trip planning end-to-end: overflight and landing permits, customs and immigration documentation, handling agents, country-specific entry requirements, and coordination with US Customs and foreign authorities
- Actively flight follow all ongoing trips, anticipating and resolving disruptions in real time
- Serve as the primary point of contact for aircraft owners and passengers, delivering white-glove service at every touchpoint
- Brief flight crews with thorough, accurate trip details well in advance of departure
- Produce detailed, professional flight itineraries tailored to high-net-worth clientele
- Maintain compliance with all company procedures, checklists, and confirmation protocols
- Act as a cross-functional liaison between Flight Operations, Maintenance, and Accounting
- Participate in on-call coverage, supporting active flights and new trip requests
- Adapt quickly to irregular operations, weather diversions, and last-minute changes with composure and sound judgment
What You Bring:
- Strong command of international aviation handling: permits, customs, handling agents, and country-specific requirements
- Exceptional written and verbal communication skills; you write and speak with precision and professionalism
- High interpersonal intelligence, you read people well and represent the company with polish in every interaction
- Ability to manage multiple complex trips simultaneously without dropping details
- Deep familiarity with aviation operations software and trip management platforms
- A proactive, solutions-oriented mindset, you bring answers, not just problems
- Calm under pressure with the judgment to escalate appropriately
Experience Required:
- 4 years in private aviation flight coordination or international trip support
- Demonstrated international handling experience (permits, customs, foreign handling agents)
Background in luxury hospitality, high-end concierge, or corporate travel a strong plus.