Flight Coordinator

We're Hiring: Part 91/135 Flight Coordinator | Schubach Aviation

Preferred Location: Near CRQ (Carlsbad, CA)

Also Considered: Remote will be considered based upon experience.

Schedule: Flexible hours – includes nights, weekends & holidays (on-call)

Join our growing team at Schubach Aviation! We're seeking a motivated and experienced Part 91/135 Flight Coordinator who thrives in a fast-paced, customer-focused environment. The ideal candidate is a proactive problem-solver with a passion for aviation and delivering five-star service to clients and crew alike.

This role requires full engagement, those who take genuine pride in flawless execution will thrive here.

Responsibilities:

• Own the full coordination lifecycle of domestic and international flights including FBOs, ground transportation, hotels, catering, and bespoke client requests


• Manage international trip planning end-to-end: overflight and landing permits, customs and immigration documentation, handling agents, country-specific entry requirements, and coordination with US Customs and foreign authorities


• Actively flight follow all ongoing trips, anticipating and resolving disruptions in real time


• Serve as the primary point of contact for aircraft owners and passengers, delivering white-glove service at every touchpoint


• Brief flight crews with thorough, accurate trip details well in advance of departure


• Produce detailed, professional flight itineraries tailored to high-net-worth clientele


• Maintain compliance with all company procedures, checklists, and confirmation protocols


• Act as a cross-functional liaison between Flight Operations, Maintenance, and Accounting


• Participate in on-call coverage, supporting active flights and new trip requests


• Adapt quickly to irregular operations, weather diversions, and last-minute changes with composure and sound judgment

What You Bring:

• Strong command of international aviation handling: permits, customs, handling agents, and country-specific requirements


• Exceptional written and verbal communication skills; you write and speak with precision and professionalism


• High interpersonal intelligence, you read people well and represent the company with polish in every interaction


• Ability to manage multiple complex trips simultaneously without dropping details


• Deep familiarity with aviation operations software and trip management platforms


• A proactive, solutions-oriented mindset, you bring answers, not just problems


• Calm under pressure with the judgment to escalate appropriately

Experience Required:

• 4+ years in private aviation flight coordination or international trip support


• Demonstrated international handling experience (permits, customs, foreign handling agents)

Background in luxury hospitality, high-end concierge, or corporate travel a strong plus.