Administrative and Operations Coordinator

Position Overview

As an Administrative and Operations Coordinator at UST Aviation, you’ll play a key role in ensuring smooth daily operations by balancing staffing schedules, coordinating move requests, and maintaining crucial records. You’ll interact with customers, support operations, and help manage data integrity—all while upholding our commitment to safety, efficiency, and sustainable practices.

Responsibilities

Customer Service & Scheduling

• Verify schedules and staffing to ensure adequate coverage for daily operations.
• Answer incoming customer calls to provide updates, address issues, and support repositioning requests.
• Coordinate and assign teams to equipment and moves, balancing workload for optimal efficiency.
• Work with supervisors to schedule employee breaks per company policies and labor laws.
• Compile and communicate shift-specific updates to ensure continuity between shifts.

Operational Support

• Log and track move requests in SharePoint, maintaining accurate records.
• Review and verify daily activity logs for completeness and accuracy.
• Ensure pre-move inspections are carried out by move teams.
• Compile weekly activity logs for utilization tracking and billing.
• Submit and track purchase orders for supplies or services, managing budgets effectively.
• Review exception sheets to confirm deviations from scheduled hours comply with policies and labor laws.
• Manage and verify worked hours for accurate payroll processing, identifying discrepancies as needed.
• Maintain up-to-date employee records, including job details, certifications, and training history.
• Onboard new employees, providing training on operational tasks, policies, and safety procedures.
• Ensure completion of required training as mandated by partner airlines and regulatory standards.
• Serve as a signatory to verify and approve compliance-related documents.
• Monitor and coordinate badge and customs clearance renewals.

Qualifications & Skills

• Proven experience in an administrative or coordination role (aviation or logistics experience a plus).
• Strong organizational skills with excellent attention to detail.
• Effective communication and customer service abilities, especially over the phone.
• Proficiency in Microsoft Office Suite (experience with SharePoint preferred).
• Ability to multitask in a fast-paced environment while maintaining accuracy and professionalism.
• Familiarity with scheduling and staffing procedures a plus.

Why Join UST Aviation?

• Industry Leadership: Be part of a team that’s setting new standards in aircraft repositioning and sustainability.
• Innovative Culture: We’re continuously improving and developing new ways to serve our customers.
• Professional Growth: Work at one of the world’s busiest airports and gain experience in a dynamic aviation environment.
• Commitment to Sustainability: Join a company that’s already reached Net Zero and is helping the aviation industry reach its carbon reduction goals.

If you’re looking to grow your administrative career and want to contribute to the future of aviation, we’d love to hear from you!

Apply Today by submitting your resume and a brief cover letter detailing your relevant experience and interest in joining UST Aviation.

About UST Aviation

At UST Aviation, we move the airport. Since 2007, we’ve repositioned over 90,000 aircraft for domestic and international clients at one of the world’s largest and busiest airports—O’Hare International. Our dedication to safety, professionalism, and innovation sets us apart as we provide safe, dependable, and economical aircraft repositioning services.

We’re also a leader in green standards, having reached Net Zero well ahead of industry trends. By reducing millions of gallons of jet fuel consumption annually and pioneering sustainable solutions, UST Aviation supports the aviation industry’s pledge to cut carbon emissions to Net Zero by 2035.