FlyUSA

Operations

• Coordinate travel arrangements for flight crew (air, hotel, ground transportation) in accordance with company policy and pilot schedules.
• Monitor itineraries and adjust bookings as operational changes occur.
• Issue travel confirmations and provide updates to crew and operations team.
• Collect trip documentation (flight logs, per diems, receipts, ride invoices, etc.) from pilots and crew.
• Review and process expense reports ensuring compliance with policy.
• Identify missing documentation and follow-up with crew for completion.
• Submit accurate trip close-outs to finance for final invoicing and payroll support.
• Analyze fuel receipts and supplier invoices for accuracy against contracted rates and expected usage.
• Investigate discrepancies in fuel billing; coordinate with vendors to resolve billing errors or exceptions.
• Maintain fuel price records and trends to identify cost savings and irregularities.
• Prepare routine reports on travel spend, fuel costs, and crew expense trends.
• Provide insights and recommendations to reduce operational cost and improve process efficiency.
• Serve as a primary point of contact for pilots regarding travel, expenses, and trip documentation.
• Work closely with dispatch, crew scheduling, procurement, and accounting.
• Communicate clearly with vendors and internal stakeholders about billing, travel changes, and operational needs.

Operations Coordinator, Travel

Procurement

• Build and maintain strong relationships with aircraft operators in FlyUSA’s preferred network
• Work directly with FlyUSA’s Senior Aviation Advisors to understand client needs and source appropriate aircraft options based on trip requirements and market availability
• Negotiate trip pricing and terms with operators
• Assist in finding immediate charter solutions and resolving AOG (Aircraft on Ground) situations to support FlyUSA’s Aviation Advisors and Aircraft Owners
• Verify that all operators and aircraft meet FlyUSA’s safety and quality standards
• Keep FlyUSA’s CRM and aircraft operator database accurate and up to date
• Collaborate closely with the sales team to deliver tailored solutions and enhance client satisfaction
• Assist in building and managing quotes within the company’s in-house CRM
• Monitor industry trends to provide insights on market pricing and aircraft availability

Operations Coordinator, Travel

Aircraft Sourcing Specialist