JOB DESCRIPTION
Position Details
Job Title / Flight Support Coordinator
Department and /or region / VIP (London Gatwick)
Reports to / Flight Support Manager
Responsible for / NA
Guidance and support relationships / NA
Purpose of Role
  • To provide operational support for the department, enabling the product to be delivered to a VVIP standard and to the required deadline.
  • To make the department more productive enabling more flights to be booked.

Key Job Responsibilities
Flight Support
  • Manage all operational aspects of charters from flight confirmation to flight completion and customer feedback.
  • Create detailed flight briefs for fixed bookings.
  • Liaise with brokers and / or clients on flight setup.
  • Liaise and set up flight watch coverage with Wings 24 using in house documentation.
  • Issue flight briefs with all accurate flight information.
  • Communicate with suppliers at all times to ensure clients requirements are met to a VVIP standard.
  • Coordinate with airport handlers and authorities to set up VVIP handling, tarmac access, government entrances, VIP lounges, aircraft parking, flight connections, etc.
  • Coordinate with transportation for tarmac access, driver’s clearances, etc.
  • Coordinate with customs / handlers for UK remote clearances, pre clearances, passports and ATA carnets stamping in case of freight carriage.
  • Coordinate with clients to ensure that all special requests are fulfilled. E.g. catering, wheelchairs, carts, etc.
  • Setup ancillary flight options, VIP lounges, decals, cars, special requests etc.
  • Make sure that current Passenger lists are logged in the handlers system to provide the current boarding passes when passenger arrive.
  • Arrange representatives and flights riders for specific projects, transport, hotac etc.
  • Find opportunities to increase revenue e.g. transport, VIP lounges, headrests, catering, etc.
Information management
  • Use established in-house systems to document client relationship management.
  • Use established in-house systems and formats to log and generate operational documentation.
  • Ensure all client and supplier data is kept up to date and is managed in a discreet and legal compliant manner.
  • Update airline, airport, handlers and other relevant operational data vital to the day to day operations of the team.
  • Keep up to date on latest operational capabilities of aircraft, airports and handlers.
  • Keep up to date on latest aircraft availability and airport control authority procedures.
  • Update the VIP operators list with the most recent information on the operator’s fleet details.
  • Ensure airport capabilities and requirements are kept up to date.
Marketing
  • Ensure that all marketing material is in line with Group Marketing procedures.
Group policies and procedures (Business Intelligence, Compliance, Finance, HR, IT, Legal)
  • To undertake all activities in accordance with applicable group policies and procedures so as to ensure that the interests of the Group and individual corporate entities are protected at all times.
  • At all times to ensure that legal and commercial risks (to the extent relevant to the post holder role) are identified and minimized through effective communication.
Other
  • To carry out any other duties within the competence of the role holder, as requested (including additional working hours as and when required).
  • To travel when required in line with the Companies Operations Strategies.
  • Participate in a rotating out of hour’s rota within the team.
  • Provide broker support where required.

Key Relationships
Internal Relationships / All internal stakeholders
External Relationships / Clients
Airline Operators
Aviation Authorities
Other – As applicable to the job role
Acknowledgement of responsibilities
Employee Name
Employee Signature / Date
Name of Manager
Managers Signature / Date

Author: Human Resources

Document Title:Passenger Operations Director

Date Created:April 2016