Key Responsibilities and Required Skills for Flight Operations Coordinator

🎯 Role Definition

We are seeking a proactive Flight Operations Coordinator to manage day‑to‑day flight dispatch, crew coordination, flight planning, and operational communications for a commercial/general aviation operator. The Flight Operations Coordinator ensures safe, compliant, on‑time flights by preparing dispatch releases, monitoring real‑time flight progress, coordinating with crew and ground services, interpreting NOTAMs and weather briefings, and executing company standard operating procedures (SOPs) and Safety Management System (SMS) requirements. This role requires strong knowledge of aviation regulations (FAA/EASA/CASA as applicable), flight planning tools (Jeppesen/Lido/ForeFlight/FlightAware), excellent communication skills, and the ability to make timely decisions under pressure.

📈 Career Progression

Typical Career Path

Entry Point From:

Flight Operations Assistant / Operations Support Specialist
Ground Operations Coordinator or Ramp Supervisor
Airline/Charter Customer Service Agent with operations exposure

Advancement To:

Senior Flight Operations Coordinator / Lead Dispatcher
Assistant Chief of Operations / Operations Manager
Flight Operations Manager / Director of Operations

Lateral Moves:

Crew Scheduling Manager
Safety/SMS Coordinator
Flight Dispatcher (certified)

Core Responsibilities

Primary Functions

Prepare and issue formal dispatch releases and flight paperwork (including flight plans, weight & balance calculations, fuel planning, alternate airport planning, and MEL considerations) to ensure legal and safe flight operations in accordance with applicable regulations.
Conduct comprehensive pre‑flight weather briefings and forecasts (METAR, TAF, SIGMET, AIRMET), analyze enroute and destination weather impacts, and recommend route/fuel/alternate adjustments to flight crews.
Review NOTAMs, airspace restrictions, and temporary flight restrictions (TFRs), and incorporate NOTAM impacts into operational planning and crew briefings.
Coordinate crew assignments, duty times, duty rest, and last‑minute crew changes while ensuring regulatory compliance and minimizing operational disruption.
Monitor real‑time flight tracking systems and provide proactive flight following, intervening on diversions, delays, or abnormal occurrences to restore operations or reroute as required.
Liaise with airport authorities, ground handlers, fueling vendors, customs/immigration, and other third‑party service providers to confirm slot times, ground handling readiness, and on‑time departures.
Evaluate aircraft performance and runway limitations, calculate takeoff/landing performance and density altitude effects, and advise the crew on weight and balance and performance constraints.
Prepare and maintain accurate operational logs, flight reports, delay/irregularity records, and post‑flight debriefs for auditability and continuous improvement.
Implement company SOPs, dispatch release policies, and Safety Management System (SMS) processes; raise safety reports and support incident/occurrence investigation as required.
Manage flight scheduling changes, reroutes, and cancellations in coordination with commercial teams, passengers, and cargo operations to minimize downstream impacts.
Validate regulatory documentation for international operations, including overflight permits, landing permits, customs paperwork, and crew visa requirements.
Coordinate and execute contingency plans for irregular operations (IROPS) including diversions, medical emergencies, weather reroutes, and aerodrome closures.
Perform fuel uplift calculations, monitor fuel supplier confirmations, and reconcile planned vs actual fuel to ensure compliance with fuel policy and operational safety margins.
Maintain and update electronic flight bags (EFBs), operational databases, and flight planning software with current charts, company data, and regulatory amendments.
Support dispatch compliance audits, internal inspections, and external regulatory audits by preparing records, demonstrating procedures, and implementing corrective actions.
Communicate operational delays, estimated times of arrival (ETAs), and revised schedules to internal stakeholders, passengers, and third‑party partners in a timely, customer‑focused manner.
Process and resolve irregular baggage/cargo manifests, dangerous goods declarations, and load control coordination to support safe and lawful carriage of cargo.
Train and mentor junior operations staff and provide cross‑training in flight planning, dispatch procedures, and SMS reporting to develop team capability and resilience.
Coordinate maintenance release communication and ensure confirmed maintenance status and deferred defect lists (MEL/CDL) are incorporated into operational decisions.
Support crew briefings and provide accurate operational information packages to flight crews, including preferred routing, expected ATC constraints, and company operational notes.
Track and reconcile operational costs (fuel, overflight fees, handling charges) to support operational budgeting and post‑flight financial reporting.

Secondary Functions

Assist in the development and continuous improvement of flight operations SOPs, checklists, and training materials to drive operational efficiency and safety culture.
Maintain and update operations manuals, flight release templates, and regulatory compliance documentation including AOC attachments.
Participate in incident root cause analysis and implement corrective/preventive actions in conjunction with Safety and QA teams.
Support special projects such as international route launches, AOC expansions, emergency response planning, and airport slot negotiations.
Provide ad‑hoc operational support to commercial and ground teams during peak periods, ensuring timely resolution of customer service issues tied to flight operations.
Maintain ongoing liaison with regulatory authorities and industry partners on operational changes, airspace notifications, and compliance requirements.

Required Skills & Competencies

Hard Skills (Technical)

Flight planning software: Jeppesen, Lido, RocketRoute, Leidos/FlightAware, ARINC, or equivalent operational flight planning tools.
Flight tracking and monitoring systems: FlightRadar24, FlightAware, ACARS, OpsBase, or company‑specific tracking suites.
Weight & balance calculations and aircraft performance planning for multiple aircraft types.
Regulatory knowledge: FAA, EASA, CASA or applicable national/regional airworthiness and operations regulations; dispatch release requirements.
NOTAM and aeronautical information interpretation (AIP, NOTAM filtering, and impact assessment).
Weather briefings and aviational meteorology: METAR, TAF, SIGMET, AIRMET, convective charts and icing/turbulence analysis.
Electronic Flight Bag (EFB) and charting: Jeppesen charts, ForeFlight, Lido/eRouteManual systems.
Dangerous Goods (DG) awareness and cargo manifest coordination.
Incident reporting and Safety Management System (SMS) processes, occurrence reporting and corrective action implementation.
Proficiency with Microsoft Office (Excel for fuel/cost spreadsheets), Google Workspace, and operations databases.
Permit and international ops processing: overflight/landing permits, customs/immigration coordination.
Familiarity with crew rostering systems, duty time regulations, and FAA/CASA/EASA crew legality calculations.
Basic understanding of aircraft systems and maintenance status communications (MEL/CDL interpretation).

Soft Skills

Clear, calm, and decisive communicator in high‑pressure operational situations.
Strong problem solving and rapid decision‑making while prioritizing safety and regulatory compliance.
Exceptional attention to detail and high level of accuracy in documentation and calculations.
Customer service orientation with the ability to manage stakeholder expectations (crew, passengers, vendors).
Team player who collaborates effectively across flight operations, maintenance, dispatch, and commercial teams.
Time management and the ability to multitask across simultaneous operational events.
Adaptability and resilience to shift work, irregular hours, and rapid operational changes.
Confidentiality and professional judgement when handling sensitive operational or personnel information.
Coaching and mentoring skills to develop junior staff and share operational best practices.
Cultural sensitivity and diplomacy when coordinating international operations and multi‑national crews.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; demonstrated aviation operations experience required.

Preferred Education:

Bachelor’s degree in Aviation Management, Aeronautical Science, Aerospace Engineering, Logistics, or Business Administration.
Formal dispatch training or aviation operations certificate preferred.

Relevant Fields of Study:

Aviation Management
Aeronautical Science
Aerospace Engineering
Logistics & Supply Chain Management
Business Administration

Experience Requirements

Typical Experience Range: 2–5 years in flight operations, flight dispatch, airline/charter operations, or similar aviation roles.

Preferred:

3–7 years of progressive experience in flight operations/dispatch with proven responsibility for flight releases, real‑time flight following, and international operations.
Experience with airline or charter AOC procedures, SMS implementation, and regulatory audit support.
Certified Dispatcher (FAA Certificate) or EASA Flight Dispatcher license is highly desirable; currency or documented training for domestic/international ops.

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