Flights Coordinator
5 days ago
Tampa
Job Description Flights Coordinator Employment Type: Full-Time Schedule: 40 hours per week Compensation: Competitive salary + performance-based bonus eligibility Position Overview We are seeking a highly organized and detail-oriented Flights Coordinator to support our Air Team operations. This role is responsible for managing flight-related communications, maintaining traveler profiles, coordinating operational tasks, and assisting the Flights team with administrative and booking support. The Flights Coordinator serves as a central hub for flight-related workflow, ensuring requests are properly tracked, organized, and executed across multiple systems. The ideal candidate is extremely detail-oriented, thrives in a fast-paced environment, and is comfortable managing multiple priorities while maintaining accuracy and professionalism. About Us We are a specialized travel company that manages complex travel logistics for the entertainment industry. Our work supports major music tours, feature films, television productions, and large-scale commercial shoots around the world. From coordinating travel for touring artists and crews to managing cast and production teams for films, TV shows, and national advertising campaigns, we handle the behind-the-scenes logistics that keep productions moving. Our team regularly organizes travel for dozens — and sometimes hundreds — of people at a time across multiple cities and countries. As our company continues to grow, we are committed to developing talent from within. Team members who demonstrate strong performance, reliability, and initiative have opportunities to take on greater responsibility and grow into more advanced roles within the organization. Key Responsibilities Inbox & Workflow Management • Manage the shared Flights inbox (Microsoft Outlook), including triaging, organizing, and assigning incoming requests, • Ensure all flight-related communications are properly filed and routed to the appropriate team members, • Track open items and follow up to ensure timely completion Operational Coordination • Assist with flight tracking, including schedule changes, airline notifications, and travel updates, • Support expense tracking, invoicing coordination, and charge reconciliation (in collaboration with the Land team when applicable), • Act as an internal liaison between Air and Land teams for direct-bill clients Booking Support • Assist with overflow flight bookings in Concur (primarily simple itineraries), • Handle straightforward airline calls and basic follow-ups, • Conduct flight research and airline inquiries as requested Traveler Profile Management • Maintain and update traveler profiles (corporate and individual), • Collect traveler information and distribute profile links, • Ensure profile data is accurate across systems Payment & Administrative Support • Send secure payment links and assist with payment processing, • Provide administrative and operational support to the Flights team, • Assist with documentation, reporting, and internal coordination Required Skills & Qualifications • Exceptional attention to detail and accuracy, • Strong organizational and task management skills, • Ability to manage multiple systems and workflows simultaneously, • Clear and professional written and verbal communication skills, • Strong problem-solving abilities, • Effective time management and prioritization skills, • High level of accountability and follow-through, • Strong technical proficiency and comfort working across digital platforms Preferred Experience • Prior experience in travel, aviation, hospitality, or logistics, • Familiarity with corporate travel platforms (e.g., Concur, Sabre, Salesforce), • Proficiency with Microsoft Excel, Google Docs, and Google Sheets, • Experience supporting high-touch clients or executive-level travel, • Experience working in a fast-paced operations or production environment Compensation & Growth • Competitive base salary, • Eligibility for performance-based bonus, • Opportunities for advancement as the company continues to expand, • Exposure to travel logistics for major productions, tours, and creative projectsCompany DescriptionWe are a specialized travel company that manages complex travel logistics for the entertainment industry. Our work supports major music tours, feature films, television productions, and large-scale commercial shoots around the world. From coordinating travel for touring artists and crews to managing cast and production teams for films, TV shows, and national advertising campaigns, we handle the behind-the-scenes logistics that keep productions moving. Our team regularly organizes travel for dozens — and sometimes hundreds — of people at a time across multiple cities and countries. As our company continues to grow, we are committed to developing talent from within. Team members who demonstrate strong performance, reliability, and initiative have opportunities to take on greater responsibility and grow into more advanced roles within the organization.We are a specialized travel company that manages complex travel logistics for the entertainment industry. Our work supports major music tours, feature films, television productions, and large-scale commercial shoots around the world.\r\n\r\nFrom coordinating travel for touring artists and crews to managing cast and production teams for films, TV shows, and national advertising campaigns, we handle the behind-the-scenes logistics that keep productions moving. Our team regularly organizes travel for dozens — and sometimes hundreds — of people at a time across multiple cities and countries.\r\n\r\nAs our company continues to grow, we are committed to developing talent from within. Team members who demonstrate strong performance, reliability, and initiative have opportunities to take on greater responsibility and grow into more advanced roles within the organization.