Operations Coordinator, Travel
FlyUSA
full-time
Posted on:
Location Type: Remote
Location: United States
Visit company websiteExplore more
About the role
- 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.
Requirements
- 2+ years of experience in flight operations support, travel coordination, or related aviation administrative role.
- Strong analytical skills with attention to detail.
- Proficient in Microsoft Excel, Google Sheets, and travel reservation systems (e.g., Sabre, Amadeus, Concur, TripActions).
- Excellent communication skills and customer service orientation.
- Ability to manage multiple priorities in a fast-paced environment.
- Preferred Prior experience in aviation, private flight operations, or corporate flight departments.
- Understanding of FAA flight records and expense policies.
- Experience with fuel pricing systems or aviation fuel suppliers.
Benefits
- Optional Medical, Dental, Vision, and Life Insurance.
- Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
- Disability insurance (short and long term).
- 401(k) with company match after 3 months of employment.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
travel coordinationexpense report processingfuel pricing analysistrip documentation managementdata analysisbilling discrepancy investigationcost savings identificationreport preparation
Soft Skills
analytical skillsattention to detailcommunication skillscustomer service orientationability to manage multiple priorities