Trip Support Coordinator

Job Summary:

Personal. Private. Authentic. From takeoff to touch down, Northern Jet offers a bespoke private air travel experience for the most discerning clients. Northern Jet’s elevated experience provides clients with unrivaled comfort, speed, and dependability. Northern Jet is proud to own an unmatched fleet of impeccable aircraft. 

The Trip Support Specialist plays a critical role in supporting the execution of Northern Jet's flight operations. This position is responsible for coordinating the logistics of domestic and international trips, supporting the flight crew, and ensuring a smooth experience for our clients. This non-leadership role requires attention to detail, excellent communication, and the ability to thrive in a fast-paced, team-oriented environment.
 
This is a full-time position based in our Orlando, FL location. 

Responsibilities:

• Coordinate all tasks in the trip execution process including securing ground services, arranging catering, pricing fuel, managing client correspondence, and planning contingencies.
• Book hotel accommodations, rental cars, and airline travel for crew as needed.
• Monitor fuel pricing and coordinate fuel releases to ensure cost-effective refueling.
• Submit TSA Advance Passenger Information System (APIS) reports and coordinate U.S. Customs clearance for international flights.
• Prepare and distribute required trip documentation such as Flight Releases, General Declarations, service confirmations, and fuel releases.
• Track and follow all aircraft movements from departure through arrival, and update systems with any schedule deviations.
• Maintain accurate and timely data entry into FOS (Flight Operations Software), including customer and crew profiles, trip expenses, and contact information.
• Assist the PIC and internal departments by relaying operational updates or critical information during flight planning.
• Answer incoming calls and provide excellent customer service support.
• Collaborate with internal teams and vendors to ensure all trip logistics meet Northern Jet's high service standards.
• Ensure confidentiality of all client-related information and travel details.
• Maintain compliance with FAA regulations and company policies.
• Participate in initial and recurrent training, including aircraft dispatch and trip planning principles.
• Ability to multitask and problem solve.

 Performs other duties as assigned

 Required Skills/Abilities: 

• Experience working with business jets or corporate aviation.
• Previous auditing or compliance experience.
• Highly organized and detail-oriented with the ability to prioritize in a dynamic, team-based environment.
• Working knowledge of FAA regulations, airport and trip planning resources, aircraft dispatch principles, and weather monitoring (training provided).
• Ability to work varied shifts and days, including holidays, to support a 24/7/365 operation.
• Customer service background preferred. 

Education and Experience:

• High School Diploma or equivalent education and experience required. Aircraft Dispatcher license preferred.
• 2–5 years of experience in aviation operations, trip support, or travel scheduling (corporate aviation experience preferred).

Physical Requirements: 

• Ability to sit for extended periods while performing office-based tasks.
• Occasionally required to lift up to 25 pounds (e.g., handling documents or equipment).
• Ability to work at a computer for long periods, utilizing various software programs.
• Ability to communicate effectively via phone and email.
• Capable of working in a fast-paced environment and adapting to changing priorities.

Location: Grand Rapids, Michigan or Orlando, Florida