Receptionist / Office Coordinator
PlaneSmart! Aviation
Job Description
Job Description
PlaneSmart! Aviation is a private aviation company supporting Part 91/135 operations. We’re hiring a Receptionist / Office Coordinator who’s professional, upbeat, and organized—someone who can run the front of house, keep the office moving, and jump into light marketing and client-facing tasks when needed.
What you’ll do
Front Desk & Client Experience
Greet visitors and clients, create a polished first impression
Answer and route phone calls and emails promptly and professionally
Assist with light hospitality: beverages/snacks, conference room readiness, basic tidiness
Office Management
Keep office supplies stocked and organized; manage basic vendor coordination
Handle mail, deliveries, scheduling with building/airport partners as needed
Support simple admin tasks: scanning, filing, document prep, basic data entry
Light Sales Support
Help route inbound charter inquiries to the right team member
Track inbound leads in a simple log/CRM (as trained) and ensure follow-up happens
Support client coordination for quotes, availability requests, and trip logistics (as needed)
Marketing / Social Media Support
Assist with posting and scheduling content (Instagram/LinkedIn/Facebook) using approved brand guidelines
Capture occasional photos/video around the office/airport/events (as permitted)
Help coordinate basic email lists, light edits to announcements, and simple marketing tasks
Events & Team Support
Help plan/coordinate small company events or client-facing hospitality moments
Assist leadership/team with calendars, meeting prep, and task follow-ups as needed
1–3 years experience in reception, customer service, hospitality, office admin, or similar
Strong communication skills (phone confidence is huge)
Organized, dependable, and able to prioritize without getting flustered
Friendly and professional demeanor with clients, crews, vendors, and teammates
Comfortable with basic software: Outlook/Google, Word/Docs, Excel/Sheets
Bonus if you’ve used Canva, Mailchimp, HubSpot, Salesforce, or social scheduling tools
Interest in aviation is a plus (you don’t need to know everything—just be willing to learn)
Basic social media instincts
Light sales coordination experience (routing leads, follow-ups, CRM notes)
Event planning/hospitality background
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