This is an onsite position with a regular schedule of Saturday/Sunday, 8:00 AM – 7:00 PM. Weekend hours may vary pending charter schedule. Potential to fill in for weekday charter services coordinator from time to time.

Summary:

The Charter Services Coordinator is responsible for overseeing and facilitating the successful coordination of charter flight services. This role directly supports clients by aligning their needs with our operational capabilities, ensuring smooth flight operations, and handling administrative tasks such as invoicing. Through this position, you will play a central role in enhancing customer satisfaction, maintaining operational efficiency, and ensuring accurate administrative management. As part of a collaborative team, you’ll interact closely with Dispatch, Pilots, Medical Crew, and Ground Operations, with opportunities to develop expertise in a range of logistical and customer service skills.

Job Duties

• Charter Scheduling and Coordination
• Proactively schedule and manage charter flight services according to client requests and organizational resources.
• Facilitate smooth communication and cooperation between flight crews, ground operations, and various departments.
• Work with clients to assess and accommodate their unique needs, customizing flight options as required.
• Adjust schedules in real-time to address changes, last-minute requests, or unforeseen conditions.
• Client Interface and Communication
• Serve as the primary point of contact for clients, providing updates and responding to inquiries regarding their charter services.
• Address any client concerns or special requests promptly to ensure customer satisfaction.
• Provide clients with detailed pre-flight information, such as schedules, departure locations, and any pertinent regulations.
• Flight Monitoring and Support
• Monitor and track charter flights from departure to arrival, ensuring all operations proceed safely and efficiently.
• Communicate updates or potential delays to clients and the flight crew as needed.
• Maintain real-time communication with flight crews, addressing safety and operational concerns as they arise.
• Billing, Invoicing, and Administrative Coordination
• Prepare, process, and track invoices for charter, medevac, and other operational services, maintaining accuracy.
• Conduct regular audits and assist in data entry to keep operational records current and precise.
• Track operational metrics like landing fees and AOA badge management to support compliance and efficient operation.

• High school diploma or general education degree (GED).
• 1-2 years ofadmin, customer service, dispatchor admin experience in a high-pressure environment is preferred but not required.
• Strong multitasking and communication skills.
• Ability to remain calm and focused in high-pressure situations.
• Critical thinking and decision-making under time constraints.
• Familiarity with Alaskan geography is highly desirable.
• Ability to prioritize tasks and adapt to changing schedules in a fast-paced environment.
• Proficiency in office software and experience with scheduling or flight management systems.
• Strong organizational skills with a keen attention to detail.
• Valid driver's license and an acceptable driving record for the past three (3) years to be eligible under NANA’s vehicle insurance policy.
• Willingness to work shifts, including nights, weekends, and holidays.

Working Conditions and Physical Requirements

Weather: Indoors - environmentally controlled; requires most or all work to be done inside with occasional assistance outside, where individuals may be exposed to inclement weather.

Noise level: The noise level in the work environment is usually that of a standard office atmosphere. When assisting with work outside, there will be moderate to high noise levels.

Description of environment: Office building with standard office environment with occasional outside work.

Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

Travel: Employee may travel up to 10% to various locations within Alaska/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes, and ATVs.