Charter Flight Coordinator

HeliNY (HFS), a private aviation helicopter company, is looking for a Charter Flight Coordinator. This exciting position includes responsibility for coordinating all aspects of the company’s Part 135 helicopter Charter Division. This position requires experience in charter sales, high-end clientele and hospitality, customer service, and operational efficiency. It further requires working with multiple departments, to ensure the seamless execution of charter flights, while adhering to FAA regulations and company policies. The Charter Flight Coordinator will be responsible for supporting the growth plan for the Division, which includes a focus on significantly growing charter sales, fleet optimization, increased profitability and margins, and geographic destination expansion.

Key Responsibilities and Duties:

• Charter Coordination
• Manage and coordinate helicopter charter sales, including quoting, booking, scheduling, and flight following.
• Managing the Company’s current book of business while supporting new clients and verticals, to build a year-round business with advanced bookings and loyal long-term customers.
• Liaise with high-net-worth individuals and corporations, with the ability to understand their requirements, needs, and tailor bespoke itineraries to provide exceptional air travel experiences.
• Working closely with the company’s team of pilots, Maintenance department and other divisions to ensure a seamless first-class service for a discerning clientele.

Customer Service:

• Ensure that the company is seen as a “Service First” organization, with extreme attention to detail for each customer flight experience.
• Provide exemplary service to high-end clientele and corporations, addressing inquiries, and resolving issues, promptly and professionally.
• Maintain regular communication with clients to ensure satisfaction and build long-term relationships.
• Contribute to the expansion and ongoing maintenance of the Division’s customer relationship management database (CRM).
• Ensure that flight amenities are available and provided to clients.
• Monitoring of improvements and enhancements to continually improve the Company’s services.
• Provide full-service planning and contingency backup with multiple forms of transportation when issues with a charter occurs.
• Follow-up with client post-flight to survey their experience; create log for tracking these for customer profiles and improvement opportunities.

Marketing and Sales Growth:

• Support proactive client engagements through various marketing efforts, including email campaigns, social media, special events, personalized meetings etc. to drive better execution of services.
• Support sales growth strategies as determined by senior management to drive new client growth and expand existing client usage.
• Support Sales and Marketing, and Business Development Divisions, to expand destination partnerships with a proactive view of innovation, keeping ahead of the market and promoting charter services across omni media channels.
• Attend client meetings, when requested, and assist marketing in industry and hospitality trade associations and build new business relationships/JVs.
• Provide input on Companywide marketing strategies and materials, to enhance the visibility and appeal of charter services.

Operational Support:

• Coordinate with pilots, ground crew, and maintenance teams to ensure all flights are conducted safely and adhere to strict time schedules.
• Monitor and manage flight schedules and weather conditions to optimize flight operations.
• Provide Flight Following capabilities and support
• Support relationships with other helicopter and private jet operators in order to provide end-to-end customized transportation solutions and have reserve flex charter capacity when needed.
• Ensure all necessary documentation, including flight manifests and regulatory paperwork, is accurately completed and assessable and filed with the operations department.

Safety and Compliance:

• Maintain up-to-date knowledge of FAA regulations and ensure all operations adhere to Part 135 standards.
• Assist with regular audits and coordinate with any helicopter downtimes, which include regular FAA sectioned inspections and compliance with safety protocols and operational procedures.
• Coordinate with the Company’s safety manager to address any safety concerns or incidents promptly.

Administrative Duties:

• Provide weekly and monthly management reporting to track sales, utilization, month-over-month growth, sales and profitability metrics/KPI’s, client preferences, customer service monitoring and feedback.
• Maintain detailed records of all charter activities, including client information, client preferences, flight details, and transactions.

Qualifications:

• Bachelor's degree in aviation management, business administration, marketing or a related field.
• Minimum of 2 years of experience in helicopter charter sales and support, coordination or a similar role, preferably within a Part 135 helicopter operation.
• Experience with selling to and serving high end clients and corporations.
• Exceptional and demonstrated client service experience
• Exceptional organizational and time management skills, with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with a focus on delivering outstanding customer service.
• Strong knowledge of FAA regulations and Part 135 operational requirements preferred.
• Proficiency MS Suite; aviation software a plus.
• Ability to work flexible hours, including evenings and weekends, as required. Weekday hours on-site at the company offices in Hoboken, NJ.

Preferred Qualifications:

• Previous experience working with luxury helicopter charter sales or hospitality serving high-end clientele.
• Certification or training in aviation safety and compliance.

Compensation:

• Competitive base salary (based on experience) with bonus potential for achieving and exceeding budgets and business plan milestones.
• Comprehensive benefits package.

Job Type: Full-time

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• On call
• Weekends as needed

Ability to Commute:

• Hoboken, NJ 07030 (Required)

Ability to Relocate:

• Hoboken, NJ 07030: Relocate before starting work (Required)

Work Location: In person