Operations and Resource Coordinator

Job Description

Job Description

Position Overview 

XSTAR Aviation is a contractor-owned, contractor-operated (COCO) supplemental trainer providing B-1 aircrew qualification and currency training to the U.S. Air Force under a SBIR contract. The Operations & Resource Coordinator serves as the primary administrative and resource management support professional for site operations. Reporting directly to the Site Lead, this position manages administrative operations, budget execution support, travel coordination, procurement tracking, records management, equipment accountability, and site access programs.

This role is execution-focused and process-driven, supporting daily flight operations through disciplined coordination, financial stewardship, administrative management, and cross-functional support. The Operations & Resource Coordinator serves as a key integrator between site leadership, corporate support functions, government stakeholders, and operational personnel.

PRIMARY DUTIES

Administrative & Executive Support

• Maintains the site master calendar for meetings, events, training activities, and operational milestones.
• Coordinates internal and external meetings, including scheduling, notifications, logistics, and action item tracking.
• Supports the Site Lead through calendar management, meeting preparation, and follow-up on assigned actions.
• Coordinates with U.S. Air Force personnel for meetings, visits, and events requiring contractor participation.
• Maintains working relationships with XSTAR corporate staff to synchronize site activities with senior leadership priorities.
• Serves as the primary administrative point of contact for site operations.
• Prepares, edits, and formats correspondence, reports, briefings, and presentations.
• Tracks action items, suspense dates, and task completion status.
• Maintains professional communications with internal personnel, government stakeholders, vendors, and external partners.

Resource Management & Financial Administration

• Supports development and execution of site budgets and financial plans.
• Assists the corporate accountant and leadership team with budget execution, travel planning, and financial reporting.
• Coordinates travel arrangements for personnel, including airfare, lodging, rental vehicles, and conference attendance.
• Processes travel documentation and supports post-travel voucher reconciliation.
• Tracks site purchase requests, procurement actions, and vendor invoices through completion.
• Monitors budget execution and provides recurring status updates to the Site Lead.
• Maintains accurate financial records supporting site operations.
• Conducts receipt reconciliation and supports internal audits. • Identifies opportunities to improve resource utilization and reduce unnecessary expenditures.

Contract & Program Support

• Supports preparation of contract deliverables, PMR materials, OPT updates, data calls, and customer reporting requirements.
• Maintains administrative records supporting contract compliance and audit readiness.
• Assists leadership in gathering and organizing operational and financial data for customer engagements and program reviews.
• Supports execution of site-level program initiatives and special projects.

Personnel, Travel & Onboarding Support

• Coordinates onboarding activities for newly hired personnel.
• Tracks required employment documentation, training completion, and site access requirements.
• Assists with personnel arrivals, departures, and administrative processing.
• Coordinates travel requirements associated with Flight Safety training, conferences, and program activities.