The Aviation Scheduler serves as the primary coordinator for assigning passengers into the aircraft schedule, and for communication and coordination among passengers and Aviation staff. This role involves essential administrative duties including maintaining flight records, processing travel requests, coordinating with vendors and ensuring invoices are coded properly, and supporting general departmental operations. The ideal candidate will contribute to the seamless operation of our aviation department by providing scheduling expertise, effective communication, and comprehensive administrative support to ensure safe, efficient corporate air travel. Duties and Responsibilities include creating trips and maintaining passenger lists within BART flight-scheduling software, ensuring passenger itineraries are accurate and communicated timely, maintaining flight records and documentation, coordinating with Aviation Manager for aircraft and crew availability, tracking passenger profiles, assisting with accounts payable and expense tracking, providing general administrative support, assisting with travel booking and expense reports, coordinating facility maintenance and supplies, being an in-office presence, and supporting additional department needs. Skills required include proficiency in Microsoft Office Suite, ability to manage multiple priorities, sound decision-making under pressure, skilled in expense tracking and invoice processing, ability to work independently and handle confidential information, effective communication, collaboration, action orientation, process optimization, and situational adaptability. Required qualifications include a high school diploma or GED, minimum two years of administrative experience preferably in aviation or corporate environment, availability for after-hours support, proficiency in Microsoft Office, and passing pre-employment background and drug test. Preferred qualifications include experience in aviation or flight-scheduling software and an associate’s degree in business or office administration. Physical requirements include prolonged sitting, some bending, occasional lifting up to 25 pounds, and manual dexterity for computer use.
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