Operations and Resource Coordinator

About the Role

The Operations & Resource Coordinator serves as the primary administrative and resource management support professional for site operations at XSTAR Aviation, a contractor-owned, contractor-operated (COCO) supplemental trainer providing B-1 aircrew qualification and currency training to the U.S. Air Force. Reporting directly to the Site Lead, this execution-focused and process-driven role manages administrative operations, budget execution support, travel coordination, procurement tracking, records management, equipment accountability, and site access programs. The position acts as a key integrator between site leadership, corporate support functions, government stakeholders, and operational personnel.

Responsibilities

• Administrative & Executive Support
  • Maintains the site master calendar for meetings, events, training activities, and operational milestones.
  • Coordinates internal and external meetings, including scheduling, notifications, logistics, and action item tracking.
  • Supports the Site Lead through calendar management, meeting preparation, and follow-up on assigned actions.
  • Coordinates with U.S. Air Force personnel for meetings, visits, and events requiring contractor participation.
  • Maintains working relationships with XSTAR corporate staff to synchronize site activities with senior leadership priorities.
  • Serves as the primary administrative point of contact for site operations.
  • Prepares, edits, and formats correspondence, reports, briefings, and presentations.
  • Tracks action items, suspense dates, and task completion status.
  • Maintains professional communications with internal personnel, government stakeholders, vendors, and external partners.
• Resource Management & Financial Administration
  • Supports development and execution of site budgets and financial plans.
  • Assists the corporate accountant and leadership team with budget execution, travel planning, and financial reporting.
  • Coordinates travel arrangements for personnel, including airfare, lodging, rental vehicles, and conference attendance.
  • Processes travel documentation and supports post-travel voucher reconciliation.
  • Tracks site purchase requests, procurement actions, and vendor invoices through completion.
  • Monitors budget execution and provides recurring status updates to the Site Lead.
  • Maintains accurate financial records supporting site operations.
  • Conducts receipt reconciliation and supports internal audits.
  • Identifies opportunities to improve resource utilization and reduce unnecessary expenditures.
• Contract & Program Support
  • Supports preparation of contract deliverables, PMR materials, OPT updates, data calls, and customer reporting requirements.
  • Maintains administrative records supporting contract compliance and audit readiness.
  • Assists leadership in gathering and organizing operational and financial data for customer engagements and program reviews.
  • Supports execution of site-level program initiatives and special projects.
• Personnel, Travel & Onboarding Support
  • Coordinates onboarding activities for newly hired personnel.
  • Tracks required employment documentation, training completion, and site access requirements.
  • Assists with personnel arrivals, departures, and administrative processing.
  • Coordinates travel requirements associated with Flight Safety training, conferences, and program activities.
  • Maintains personnel administrative records in accordance with company policies.
• Records, Property & Equipment Accountability
  • Serves as the site records manager.
  • Maintains organized digital and physical records in accordance with company and contract requirements.
  • Ensures documents are properly stored, protected, and retrievable for inspections, audits, and leadership review.
  • Serves as equipment custodian for site-owned and government-furnished property.
  • Maintains equipment inventories, accountability records, and custody assignments.
  • Coordinates equipment purchases, warranty support, repairs, and replacement actions.
  • Conducts periodic inventory reviews and reconciliations.
• Cross-Functional Support & Continuity Operations
  • Provides operational support to other site functions during periods of leave, temporary absence, surge operations, or staffing shortages.
  • Maintains sufficient familiarity with the responsibilities of the Flight Operations & Scheduling Manager and Aircrew Training & Compliance Manager to support continuity of operations when required.
  • Participates in cross-training activities to ensure uninterrupted site operations.
  • Supports execution of recurring reports, customer communications, and administrative requirements when primary office holders are unavailable.
  • Performs other duties as assigned in support of safe, efficient, and effective mission execution.

Requirements

• Minimum of 2 years experience in an administrative, operations support, or office coordination role.
• Strong organizational and time-management skills.
• Experience managing calendars and schedules for multiple stakeholders.
• Proficiency with Microsoft Office / Microsoft 365 (Outlook, Excel, Teams, SharePoint).
• Ability to work on-site in a structured, operational environment.
• High attention to detail, reliability, and follow-through.

Preferred Qualifications

• Experience in aviation, military, or government-adjacent environments.
• Familiarity with travel coordination and purchase request workflows.
• Experience managing records, inventories, or equipment accountability work.

Work Environment

• Based out of Rapid City, SD.
• On-site role with prolonged periods sitting at a desk and working on a computer.
• Travel may be required for training or company site visits.
• U.S. citizenship required; ability to obtain and maintain a Secret clearance.