Private Aviation Operations Coordinator
About FlySmoother FlySmoother is a high-touch luxury travel and private aviation advisory firm serving discerning global clients. We operate at the intersection of precision logistics, financial discipline, and white-glove client service. Our Private Aviation division manages complex charter programs, high-value aircraft sourcing, and real-time operational oversight for clients who expect seamless execution — every time. Unlike traditional brokerages, FlySmoother operates on a proprietary internal platform built to track trip economics, operator performance, margin integrity, client history, and real-time logistics in one unified system. We are actively building and refining custom technology to support quoting, flight comparison, trip tracking, financial reconciliation, and portfolio oversight — giving our advisors sharper tools and better visibility than most firms in the market. We are continually improving our processes and are looking for a team member who enjoys giving feedback about how to make their workstreams more efficient. We are expanding and seeking a dynamic, commercially minded Private Jet Advisor who can operate across multiple workstreams simultaneously, think ahead of problems, and bring both operational rigor and strategic judgment to every trip. The Role This is not a back-office coordinator position. This role sits at the center of quoting, operations, client advisory, and execution. You will work directly with senior leadership to manage charter sourcing, operator negotiations, trip execution, and portfolio oversight — while maintaining full situational awareness across multiple active flights and proposals at once. You will be working inside a structured, data-aware environment where trip-level margin, aircraft quality, operator performance history, and portfolio analytics matter. The right person reads between the lines, anticipates issues before they surface, and understands both the operational and financial implications of every decision.
Responsibilities
Charter Sourcing & Advisory
- Source aircraft via Avinode and direct operator networks
- Analyze operator reliability, aircraft suitability, routing feasibility, and pricing
- Build structured, client-ready flight comparisons using internal tools
- Negotiate pricing and contract terms with operators
- Understand FET, segment fees, repositioning logic, and total trip economics
- Think beyond the flight — evaluate aircraft pedigree, crew quality, maintenance programs, and operational risk
Live Trip Management
- Oversee charter setup from contract through post-flight reconciliation
- Confirm tail numbers, crew legality, catering, slot constraints, duty limits
- Monitor live flights and manage disruptions in real time
- Coordinate FBOs, ground transport, and ancillary services
- Maintain structured trip records within our internal platform
- Handle last-minute changes calmly and decisively
Portfolio & Financial Oversight
- Track trip-level profitability and contribution margin
- Maintain clean records of invoices, payments, commissions, and reconciliations
- Reconcile post-flight costs against quoted expectations
- Understand how each booking contributes to overall portfolio performance
- Identify trends in operator pricing, client usage, and revenue performance
Cross-Functional & Strategic Support
- Work closely with Leisure Travel and VIP Ground teams to align full itineraries
- Maintain CRM visibility and structured client communication
- Contribute to internal workflow refinement and system optimization
- Support senior leadership on operational strategy and growth initiatives
- Help shape the evolution of FlySmoother’s proprietary aviation platform
Who This Is For You are
- Extremely dynamic and comfortable juggling multiple parallel workstreams
- Calm under pressure and decisive during disruptions
- Financially aware — you understand margin, risk, and pricing logic
- Detail-obsessed but not rigid
- Comfortable negotiating with operators and advising high-net-worth clients
- Able to read subtext and anticipate what clients are really asking for
- Energized by working in a high-performance, evolving environment
You are not:
- Purely administrative
- Easily overwhelmed by shifting priorities
- Passive in communication
- Looking for a predictable 9–5 role
Qualifications
- 2–5 years in private aviation, charter brokerage, or a similarly demanding operational environment is preferred.
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