Receptionist / Office Coordinator

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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