Aviation Administrative Coordinator - Contractor

Aviation Administrative Coordinator - Contractor Houston, TX 77077 Oversees and provides direct executive administration and logistics support for the Aviation staff and establishes work procedures and standards to improve efficiency and effectiveness of Aviation operations. Provides support to the President and CEO, and other company officers and Vice Presidents to ensure functions of the executive office are managed in a professional, confidential, and dependable manner during travel on corporate aircrafts and in the hangar facility. Schedule and coordinate domestic and international flights on company aircraft insuring maximum utilization of corporate assets for transportation of company and shareholder executives. Responsible for ensuring compliance with established corporate standards. The incumbent must have the maturity and confidence in dealing with senior executives and be responsible for the confidentiality of sensitive information regarding the operations of the company. Coordinates and executes scheduling and activities required for execution of domestic and international trips on Company aircraft. Includes arranging international handling agents, flight crew visas, over flight permissions, landing permissions, visa and passport documentation, customs and immigration data and arrangements, security coordination, hotel rooms and transportation. Secure required flight approvals from President or other Executive Management Team. Consults FBO directory to determine adequacy of airports and ground facilities for proposed operations. Use specialized computer software to determine routing, time zones, flight times, and secure FBO for landings. Interface with Board of Directors and Corporate Executive Management Team. Prepare flight schedules, requests and revisions. Collaborate with Director of Maintenance and General Manager Aviation to maintain updated schedules and company Aviation Calendar. Prepare yearly departmental expense budget and monitors monthly reports in SAP. Report key budget variances through preparation of a detailed, consolidated line item report to General Manager Aviation. Schedule and conduct meetings to analyze expenditures. Prepare various reports for management. Create requisitions in SAP and ensure accurate coding and reporting. Oversees verification and payment processes and operational invoices for expenses incurred by company. Accept services and materials in SAP in a timely manner to ensure accurate obligation and timely payment. Examine aircraft records and plane reports, and submit to Tax Department in accordance with company policy for corporate aircraft. Ensure that expense reports are completed, submitted and approved during the time frame. Proactively manage daily operations and facility business at hangar, establish and maintain liaisons with relevant company personnel, airport contacts, and outside vendors. Coordinate aviation/hangar activities with other departments to maintain consistent company goals, objectives and operating procedures. Manage activities of individuals who do not report directly to incumbent. At flight arrivals and departures, responsible in addressing the needs of Board of Directors, President, and/or Vice-President(s) in a timely and confidential manner. Regularly and directly assist executives, by performing specialized and technical work; and executes special assignments. Requires ability to interact with high level executives with customer service focus in a multi-cultural environment. Manage confidential, time-sensitive situations and documents. Direct and coordinate services for hangar, which may include office, clerical and executive support services to General Manager Aviation and other executives, maintenance, purchasing, security and catering services, furnish, setup, and maintain VIP waiting room, monitor phone and gate traffic, maintain department and pilot records, answer telephone inquiries, manage an electronic and conventional document library, order office supplies, coordinate departmental functions and support Executive Assistants . Maintain and monitor equipment records and flight logs. Perform required assignments to help others with their duties. Available when required during non-work hours to resolve aviation issues. Ability to perform a variety of complicated tasks in time-sensitive situations. High degree of creativity and latitude is expected along with extreme confidentiality and ability to demonstrate professional discretion and judgment to resolve such issues. Available to travel as a flight attendant in domestic or international flights supporting the pilots and technicians and providing a high level of customer service to executives. Supports, when required, ground operations during arrivals and departures by directing the aircraft in or out of the parking area, cleaning and re-stocking aircraft supplies.

Created: 2021-11-29