Operations Specialist - General Aviation

Role Overview

The Operations Specialist serves as a vital first point of contact, offering exceptional trip support services to aircraft operators and clients of UAS. This position entails overseeing all operational processes from receiving initial client requests through flight monitoring to final post-operation assistance. Success depends on proactive scheduling, responsive problem-solving, and smooth coordination with internal teams and international vendors, ensuring all trips are executed safely, efficiently, and in full regulatory compliance. The role contributes directly to customer satisfaction and enhances the global reputation of UAS through consistent delivery of superior service.

Key Responsibilities

• Receive new trip requests, confirm all required details are complete, and organize trip documentation.
• Collaborate with Flight Planning to determine flight routes and verify them via proprietary software.
• Handle preparation and transmission of permits, PPRs (Prior Permission Requests), slot bookings, ground handling arrangements, and fuel requirements, liaising directly with relevant vendors.
• Ensure chosen agents and vendors align with company policies and operational requirements.
• Draft comprehensive shift handover notes to ensure smooth transitions between shifts, coordinating with management.
• Continuously monitor flights live to maintain oversight beyond initial planning.
• Provide clients with regular updates regarding approvals and status changes for their service requests.
• Prepare detailed final Flight Briefing documents in conjunction with Flight Planning when necessary.
• Execute all client requests complying strictly with statutory rules, company policies, and SOP guidelines, ensuring accurate documentation for billing purposes.
• Coordinate effectively with Civil Aviation Authorities (CAAs), ground agents, Fixed Base Operators (FBOs), and third-party providers to fulfill specific client needs, ensuring precision in all interactions.
• Maintain clear, polite, and prompt communication with all stakeholders involved in operations.
• Utilize company systems consistently to access up-to-date information and optimize operational efficiency.
• Respond promptly to client inquiries about operational feasibility and offer alternative solutions when needed to meet client expectations.

Required Qualifications and Competencies

• At least three years of direct experience in trip support operations within the business aviation sector.
• Fluent English proficiency is mandatory, with a preference for American English accent.
• Proven expertise in organizing international flight operations, including permits, slots, PPRs, ground handling, and fueling across diverse regions.
• Deep knowledge of global aviation regulations, statutory compliance, and permits relevant to overflight and landing procedures.
• Experience liaising with CAAs, agents, FBOs, and external vendors to maintain uninterrupted service and communication.
• Proficient in aviation support software and internal CRM/operations management platforms for efficient data processing.
• Strong interpersonal and communication skills allowing effective management of stressful scenarios and real-time problem resolution.
• Keen attention to detail, excellent organizational skills, and the ability to manage multiple assignments across various time zones.
• Dedicated to preserving precise flight records and facilitating smooth shift handovers to uphold accurate client billing and operational continuity.