Administrative Operations Coordinator – Aviation & Shareholder Services

About the Role

The Administrative Operations Coordinator – Aviation & Shareholder Services provides comprehensive administrative, operational, and project coordination support to the Aviation Department and Shareholder Office in a high-touch, availability-driven flight operation. This role ensures seamless aircraft readiness, accurate financial processing, responsive passenger support, and efficient execution of operational initiatives across routine and time-sensitive travel needs. The position supports multiple aircraft, flight department staff, and Shareholder Office needs by coordinating logistics, maintaining systems and records, supporting cabin and provisioning requirements, and ensuring timely processing of aviation-related expenses.

Responsibilities

Aircraft Operations Support

• Assist 24/7/365 with time-sensitive tasks related to aircraft scheduling, dispatch coordination, and provisioning, including customs logistics and flight support services at departure and destination airports.
• Respond to last-minute trip changes and urgent operational needs, frequently outside standard business hours and across multiple time zones.
• Coordinate fuel releases, handlers, parking, and ground support services.

Passenger Services and Logistics

• Arrange and manage ground transportation, including car services and rental vehicles for shareholders, often on short notice 24/7/365.
• Coordinate catering for passengers and crew, including sourcing, ordering, and—when in Oklahoma City—physical pickup and delivery.
• Maintain and proactively update passenger preference profiles.

Aircraft Preparation and Cabin Support

• Provide hands-on support as needed, including assisting with aircraft movement in and out of the hangar, pre- and post-flight cabin preparation, restocking, reprovisioning galleys, and maintaining cabin amenities.
• Coordinate laundering or dry cleaning of soft goods and ensure cabins are fully prepared for upcoming trips.

Financial and Administrative Responsibilities

• Prepare and submit all aviation-related accounts payable, including fuel, FBO and handling fees, maintenance vendors, training providers, and other operational expenses.
• Review flight logs after each flight and maintain all passenger and flight details in BART.
• Process and manage co-tenancy invoices related to shared hangar operations, ensuring accurate allocation, tracking, and reconciliation.
• Monitor aviation credit card activity and coordinate monthly expense reporting for flight department staff daily during business weeks.
• Prepare monthly aircraft usage reports and maintain updates in BART and other aviation tracking systems.

Inventory and Facility Support

• Maintain inventory for each aircraft, including cabin supplies, catering items, and operational materials at minimum monthly, with strong attention to detail, including checking expiration dates and removing items expiring within the upcoming 30 days.
• Support day-to-day hangar operations by managing inbound and outbound shipments, including time-critical aircraft parts and equipment.
• Oversee package tracking and ensure accurate receipt and distribution of deliveries within the hangar facility.

Additional Aviation Operational Support

• Assist with unplanned maintenance logistics, passenger assistance, and rapidly evolving operational requirements.
• Support increased flight activity and related responsibilities as business travel demands grow.
• Perform other duties as assigned in support of the Aviation Department.

Shareholder Services Office Support

• Provide administrative support to the Shareholder Services office, including assisting the COO and other managers with scheduling, documentation, meeting coordination, reporting, and general office support needs.
• Support cross-functional coordination between the Aviation Department, Shareholder Services office, vendors, advisors, and internal team members to ensure timely communication and completion of administrative priorities.
• Assist with special projects, research, process documentation, project tracking, and other operational initiatives as time allows and business priorities require.

Qualifications

• Bachelor's degree strongly preferred.
• One to three years of experience in administrative, aviation support, executive assistant, or similar operational role.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced, reactive environment.
• High level of attention to detail, particularly in financial processing, recordkeeping, and logistics coordination.
• Strong technical proficiency, including comfort working with aviation management systems, reporting tools, and standard business software.

Availability and Work Style

• Willingness and ability to respond to after-hours calls, weekend needs, holidays, and time-sensitive operational requests.
• Flexible, service-oriented mindset with a proactive approach to anticipating needs and resolving issues.
• Ability to maintain confidentiality and exercise sound judgment when supporting shareholders and senior leadership.

Personal Attributes

• Professional, dependable, and calm under pressure.
• Strong communication skills and ability to coordinate effectively with pilots, vendors, handlers, and internal stakeholders.
• Comfortable performing both administrative and hands-on operational tasks as required.