Private Aviation Parts Sourcing Administrator

Job Title

Fly Alliance is an industry-leading Part 135 and Part 145 private aviation group specializing in private jet charter, jet card memberships, aircraft sales, aircraft management, parts, and maintenance. Renowned for delivering exceptional luxury, uncompromising safety, and operational excellence, Fly Alliance continues to set the standard in private aviation worldwide.

With a growing fleet of over 30 aircraft, eight offices worldwide, including international locations, and a team of nearly 300 dedicated professionals, Fly Alliance supports a truly global operation. Recognized as a Top 20 U.S. Operator for three consecutive years, the company remains at the forefront of innovation and service within the private aviation industry.

Fly Alliance's commitment to excellence, integrity, and customer satisfaction continues to redefine what clients expect from private air travel.

Role Objective

To provide exceptional customer service through a friendly, calm, and confident demeanor, ensuring a positive and professional experience for every client. The role also includes sourcing of parts needed for the fleet of aircraft the company operates, as well as parts needed for our maintenance facilities, while ensuring smooth operations and system accuracy. The team member is responsible for thorough processing of warranty claims for parts and tracking of core returns to the various vendors.

Essential Job Tasks

• Accurately generate, review, and issue invoices and purchase orders for customers/clients, ensuring timely and correct billing for products and services provided.
• Track and follow up on outstanding orders, refunds, and cores, vendors to collect required items in a professional and efficient manner.
• Communicate with vendors via email, phone, or other channels to address inquiries, provide account updates, and resolve issues related to invoices, payments, or returns.
• Monitor and manage the return of parts from customers, ensuring the return process is documented and that inventory is updated accordingly.
• Work with accounting to ensure vendor accounts are current.
• Handle the return of products under warranty, coordinating with customers and vendors to ensure timely and accurate processing of warranty claims.
• Regularly update and maintain the inventory management system, ensuring accurate records of stock levels, product return and warranty replacements.
• Assist the accounts receivable team with weekly tasks such as payment postings, account reconciliations, and handling any customer payment issues.
• Make outbound calls to prospective customers to introduce the company, its products, and services in a professional and engaging manner.
• Assist with various administrative tasks such as data entry, scheduling meetings, preparing reports, and other tasks as requested by management.

Competencies

• Demonstrates a strong commitment to providing exceptional customer service by responding promptly to customer needs and resolving issues efficiently.
• Maintains accuracy in processing sales orders, managing inventory systems, and generating reports, ensuring all tasks are completed without errors.
• Exhibits clear, professional, and concise communication, both verbally and in writing, when interacting with customers, sales teams, and internal departments.
• Effectively prioritizes and manages multiple tasks, deadlines, and responsibilities while maintaining a high level of organization in a fast-paced environment.
• Identifies issues proactively and develops solutions to resolve customer concerns, discrepancies in orders, or process inefficiencies.
• Works well with cross-functional teams such as maintenance, and accounting, fostering a cooperative environment to achieve common goals.
• Quickly adapts to changes in procedures, customer requests, or system updates, maintaining flexibility and efficiency in a dynamic work environment.
• Experience utilizing aviation software preferred, not required; Intermediate computer skills with Microsoft Office.
• Driven to meet and exceed performance metrics, such as sales targets, lead conversations, and customer satisfaction, contributing to the overall success of the Parts Sales and sourcing teams.

Work Environment

• This role is based in a professional office environment, requiring regular use of standard office equipment such as computers, phones, and printers.
• The position involves working in a shared office with the Parts Sales team, fostering a collaborative and team-oriented atmosphere. Close communication and coordination with team members will be essential.

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Operate a telephone requiring oral and auditory capacity enabling interpersonal communication.
• Ability to move from department and buildings to interact with others.

Travel

• No travel required.

Required Education/Experience

• One (1) year proven experience in a similar position.
• High School diploma or GED.

Language Skills

• Ability to read, analyze, interpret and understand technical procedures and governmental regulations, sometimes quickly and under stressful or emergency situations.

Direct Reports

• This role has no direct reports.

Work Authorization

• Must be authorized to work in the U.S.

Compensation

• Competitive pay based on experience
• Medical including Health, Dental and Vision
• Short-Term and Long-Term Disability Insurance
• Paid Holidays
• 401K After 6 Months of Service
• Paid Time Off
• Profit Share Program