Travel and Logistics Coordinator

Job Description

Job Description

Title: Travel and Logistics Coordinator

Department: Operations

Reports To: Director of Operations

Position Type: Full-time / Non-Exempt

Primary Location: Huntsville, AL preferred but remote available for the correct candidate

Direct Reports: None

Interfaces With: Pilots, Purchasing Manager, Accounting Department and Project Managers.

Travel: Little to none

Start date: TBD

Position Summary

The Travel and Logistics Coordinator is responsible for coordinating travel, lodging, fuel logistics, and operational support for pilots and field personnel. This position manages all travel arrangements and related expenses while helping identify the most cost effective Fixed Base Operators (FBOs) to support company flight operations throughout the United States and Canada.

Working closely with the Director of Operations, Project Managers, pilots, Accounting, and other internal departments, the Operations Coordinator oversees corporate travel accounts, coordinates vendor services, monitors travel-related costs, and ensures efficient logistical support for field operations. This position requires exceptional organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment.

Due to the nature of flight operations, the Operations Coordinator must be flexible and available to respond to changing operational needs, including last-minute travel arrangements, schedule changes, and occasional evening or weekend support.

Essential Duties and Responsibilities:

Travel Coordination & Logistics

• Coordinate all travel arrangements for pilots and field staff, including airfare, lodging, rental vehicles, ground transportation, and visas, as applicable. • Research and recommend travel options that balance operational needs, employee preferences, and cost effectiveness.

• Prepare and distribute detailed travel itineraries.

• Communicate travel schedules, updates, and changes to employees and other stakeholders.

• Resolve travel-related issues, including delays, cancellations, schedule changes, and emergency travel arrangements.

• Maintain accurate travel records and generate reports as requested. Flight Operations Support

• Work closely with the Operations team to support daily flight operations and logistical planning.

• Assist in identifying the most cost-effective Fixed Base Operators (FBOs) to minimize fuel costs and travel time to project Areas of Interest (AOIs). • Support the development and distribution of monthly safety communications and bulletins.

• Coordinate logistics to ensure pilots and field staff have the resources necessary to support operational requirements.

Vendor & Financial Administration

• Manage corporate travel accounts with airlines, hotels, rental car agencies, fuel vendors, and other service providers.

• Negotiate vendor pricing and identify cost-saving opportunities while maintaining service quality.

• Review field staff travel expenses for compliance with company travel policies. • Monitor project travel budgets and ensure travel arrangements remain within approved budget guidelines.

• Assist with reconciliation of company-issued credit cards.

• Address routine financial and administrative issues related to travel and operational support.

Administrative Support

• Maintain and update electronic records, databases, and operational documentation.

• Ensure compliance with company travel policies and procedures. • Interact professionally with internal departments, vendors, and customers to ensure a high level of customer service.

• Take ownership of assigned responsibilities and ensure timely, accurate completion of all work assignments.

• Perform other duties as assigned to support company operations.

Position Requirements

Required Qualifications

• High school diploma or equivalent required; Bachelor's degree in Business Administration, Aviation Management, Logistics, or a related field preferred. • Minimum of two (2) years of experience in flight coordination, travel management, logistics, project support, or a related administrative role. • Experience using Concur Travel & Expense or a comparable travel management system.

• Proficiency with Microsoft Office Suite and Google Workspace applications. • Strong organizational, project management, and time management skills with exceptional attention to detail.

• Excellent verbal, written, and interpersonal communication skills. • Strong customer service skills with the ability to build and maintain positive working relationships across all levels of the organization.

• Ability to work independently, prioritize competing responsibilities, and solve problems in a fast-paced, deadline-driven environment.

• Valid driver's license with an acceptable driving record.

• Must be authorized to work in the United States.

Preferred Qualifications

• Bachelor's degree in Business Administration, Aviation Management, Logistics, or a related field.

• Experience supporting aviation operations, pilot logistics, or Fixed Base Operator (FBO) environments.

• Experience with aviation software such as ForeFlight, FlightAware, ADS-B, AirNav, or similar platforms.

• Experience managing travel budgets, project budgets, vendor relationships, and service contracts.

• Knowledge of GIS, aerial survey, remote sensing, or aviation operations. • Foreign language proficiency in Spanish, Portuguese, or French. • Demonstrated ability to collaborate effectively with cross-functional teams, vendors, customers, and remote field personnel.

• Strong analytical, critical thinking, and organizational skills.

• Proven ability to manage multiple priorities while consistently meeting deadlines without sacrificing accuracy.

Physical Requirements and Working Conditions

• Ability to sit for extended periods while performing computer-based work. • Frequent use of hands and fingers to operate a computer keyboard, mouse, telephone, and other office equipment.

• Must be able to read, analyze, and accurately prepare reports, travel itineraries, schedules, contracts, and other business documents on computer screens and printed documents.

• Ability to communicate professionally and effectively, both verbally and in writing, with employees, pilots, management, vendors, customers, and external

partners via telephone, email, video conferencing, and other communication platforms.

• Ability to travel occasionally, if required.

• Ability to work extended hours, including evenings or weekends, to support operational needs.

Compensation and Benefits

• Salary Range: $60k-$65k annually, depending on qualifications and experience • Medical, dental, and vision Insurance

• Company-paid short-term disability and life Insurance

• Paid Time Off (PTO) and paid holidays

• 401(k) retirement plan

• Professional development opportunities

About Revolution Geosystems:

Revolution Flight LLC is a family-owned aviation company headquartered in Huntsville, Alabama. Since 2006, we have specialized in aerial survey, mapping, aircraft maintenance, avionics installation, and customized flight operations throughout the United States and internationally. We are committed to providing safe, innovative, and customer-focused aviation solutions while investing in the growth and success of our employees.

Revolution is an Equal Opportunity Employer and considers all qualified applicants for employment without regard to any protected status under applicable federal, state, or local law.

Join Our Team

If you're excited about this opportunity but don't meet every qualification, we encourage you to apply. We believe in hiring individuals who align with our values, demonstrate a strong work ethic, and are committed to learning and growing. At Revolution, we invest in our employees and believe that the right attitude and cultural fit are just as important as experience.

Disclaimer:

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. Revolution reserves the right to amend and change job descriptions and job responsibilities to meet business and organizational needs as necessary.