Flight Coordinator
About the role
Built Different Jet Access is a family-owned, professionally operated private aviation company. The Flight Operations Coordinator is the operational nerve center, holding authority over flight release decisions, directing real-time coordination across departments, and managing vendor relationships.
Responsibilities
Exercise independent operational authority to determine the safety and legality of each assigned flight, releasing or directing flights based on crew status, aircraft readiness, and regulatory compliance within the scope of dispatcher qualification.
Conduct the Daily Flight Review and Flight Risk Assessment for every flight, applying independent judgment to identify and mitigate risk factors prior to departure.
Authorize flight releases through the Pre-Flight checklist in the operations system, confirming all conditions of release are met and communicating all details to the assigned Pilot in Command.
Monitor the progress of each IFR and VFR flight in real time, exercising authority to initiate diversions, delays, reroutes, or cancellations when planned conditions cannot be maintained.
Confirm arrival of each flight and initiate overdue aircraft procedures when arrival cannot be confirmed within required timeframes.
Develop and deliver complete flight packages for each mission, including route planning, fuel optimization, alternate airport analysis, and weather assessment tailored to aircraft performance and operational requirements.
Compute or review weight and balance for assigned flights, ensuring all calculations are accurate, compliant, and documented prior to departure.
Prepare and distribute trip packages to crew the evening prior to departure, confirming all details with the Pilot in Command and ensuring the crew is fully briefed on routing, logistics, and any special considerations.
Assign crew members to flight assignments, designate Pilot in Command, and verify all crew members are legally qualified, current, and compliant with FAA flight and duty time requirements at duty-on and throughout the proposed duty day.
Review and audit crew travel expenses for accuracy, compliance with company policy, and appropriate cost management, flagging discrepancies and coordinating resolution before submission.
Direct real-time coordination across Maintenance, Crew Records, Client Services, and Charter teams, making binding operational decisions that keep flights on schedule and clients informed.
Coordinate and confirm all details for international trips including customs, overflights, visas, APIS submissions, landing permits, and parking arrangements, ensuring the Final Crew Trip Schedule reflects every confirmed detail.
Ensure all TSA No Fly List checks are completed prior to each flight in accordance with applicable regulations, and document and track all VFR Flight Locating movements as required.
Promptly escalate all flight exceptions, abnormal situations, or operational irregularities to required parties, and proactively communicate trip delays and maintenance issues through the Service Reports application.
Enter all post-flight times for aircraft and crew members into the system accurately for record-keeping, crew tracking, and regulatory compliance, and assist pilots in planning routing to maximize safety while minimizing fuel burn.
Select and approve FBO services, ground handlers, fuel releases, catering providers, and crew transportation vendors within established company guardrails, exercising discretionary judgment to optimize cost, quality, and operational fit for each mission.
Evaluate and engage handling agents for international operations, confirming capability, safety standards, and compliance with Jet Access operational requirements before authorizing services.
Negotiate fuel uplift locations and release quantities in coordination with flight planning to minimize repositioning costs and maximize fleet efficiency.
Maintain current knowledge of vendor performance, pricing trends, and service quality across the FBO and handling network, making recommendations that improve operational outcomes and reduce costs over time.
Ensure all vendor selections and third-party engagements are documented accurately and communicated to the crew and relevant internal teams prior to departure.
Maintain full working knowledge of 14 CFR Parts 1, 61, 91, 119, and 135; 49 CFR Parts 175 and 830; Operations Specifications; and all applicable maintenance and airworthiness requirements, applying that knowledge independently to operational decisions on every shift.
Contribute to the development and refinement of OCC operating procedures, identifying gaps and recommending improvements that strengthen compliance, safety, and operational efficiency.
Participate in OCC training programs and actively pursue FAA Aircraft Dispatcher certification, maintaining qualifications in accordance with company and regulatory standards throughout employment.
Complete special projects and initiatives as needed, embracing opportunities to contribute to Jet Access’s continued growth and success.
Qualifications
Bachelor’s degree in Aviation, Business, or a related field preferred; equivalent Part 135 or Part 121 OCC experience considered in lieu.
Minimum two years of experience in a Part 135 or Part 121 operations control environment, or DOD/DOT operational background with equivalent regulatory exposure.
FAA Aircraft Dispatcher Certificate strongly preferred; candidates without certification must obtain it within one year of hire as a condition of continued employment and expanded release authority.
Demonstrated working knowledge of 14 CFR Parts 1, 61, 91, 119, and 135; 49 CFR Parts 175 and 830; Operations Specifications; and applicable maintenance and airworthiness requirements.
Proficiency in flight planning tools, weight and balance computation, and aviation operations software; experience with Avianis or Horizon strongly preferred.
Strong proficiency in Microsoft Office Suite including Outlook, Word, and Excel; ability to manage multiple active communication channels simultaneously without losing accuracy or urgency.
Must successfully pass a background check and pre-employment drug and alcohol screening.
What This Role Asks Of You
This is a fully on-site role based at Jet Access headquarters in Fishers, IN; remote work is not available for this position.
Rotating shift schedule covering day, evening, overnight, and weekend hours; the OCC operates 24/7 and shift assignments rotate across the team to maintain continuous coverage.
Physical demands are primarily stationary – extended periods at a workstation managing multiple screens, communication channels, and live operational systems simultaneously.
Reliable transportation required.