Airline Manager
hace 2 días
Orlando
Job Title: Airline Manager Location: Remote (9 months) + On-Site (3 months annually) Type: Full-Time Start Date: October About KSA Events KSA Events is a premier provider of student-athlete travel experiences, specializing in organizing competitive athletic events, tournaments, and training opportunities for high school teams from across the country. For over 30 years, KSA has partnered with athletic directors, coaches, and schools to design trips that combine elite-level competition, team bonding, and unforgettable travel experiences. While our flagship events take place in Florida, KSA also proudly hosts competitions in Florida, Hawaii, New York, Denver, Southern California, Boston, Washington D.C., and other major cities. These destinations give student-athletes the opportunity to challenge themselves against national competition while creating lasting memories with their teammates. Beyond the competition, we focus on providing seamless, full-service experiences — from scheduling and logistics to accommodations, training, and on-site support — so that coaches and players can focus on what matters most: the game. At KSA, we believe sports have the power to inspire growth, build character, and strengthen communities, and our mission is to deliver experiences that do exactly that. Position Overview The Air Travel Coordinator is responsible for managing all aspects of group air travel for KSA Events’ clients. This role requires a strong focus on scheduling, logistics, and financial accuracy, as well as clear communication with both clients and airlines. The Coordinator will monitor airline schedules and pricing, secure flights, reconcile payments, and ensure accurate manifests and ticketing for every group. In addition to desk-based scheduling and reconciliation, the Air Travel Coordinator serves as a client advocate during irregular operations, such as flight delays, cancellations, or luggage issues, ensuring that travelers are supported and informed. The position also includes training Account Managers on airline processes and maintaining quality control across manifests, inventories, and ticketing. This role is ideal for someone with excellent organizational skills, strong attention to detail, and the ability to balance multiple moving parts across seasons. The Air Travel Coordinator plays a critical part in KSA’s mission to deliver seamless, stress-free travel experiences by ensuring that every team arrives on time, fully prepared, and with confidence in their travel arrangements. Our event seasons occur during three main timeframes each year: • Spring: March – April, • Fall: Late August – Early September, • Winter: December – Early January During these seasons, you’ll be onsite supporting events. In the preparation months leading up to events, you will have occasional flex hours and evening commitments, including Zoom kickoff calls with clients. While these may take place outside of a standard 9–5, the time counts toward your normal workday. Importantly, you will never be required to work more than 8 hours in a day outside of live event weeks. Air Travel Responsibilities & DutiesAirline Monitoring & Pricing • Monitor airline carrier schedule opening dates and current pricing for scheduled flights., • Acquire group flight schedules for all three seasons (spring, fall, winter) and keep an active pipeline., • Document acquired schedules with airline accounting details and payment due dates. Client Scheduling, Sales & Adjustments • Propose/sell airline schedules to clients while staying conscious of the estimated air rate., • Adjust proposed flight schedules based on client feedback and current pricing/availability., • Ensure final flight details are communicated to clients and reflected on invoices. Payments, Reconciliation & Reporting • Submit deposits and final payments on time; track and reconcile incoming funds., • Regularly monitor bank statements for airline transactions and reconcile all airline charges and reimbursements., • Review outstanding client balances prior to releasing schedules or submitting final payment to the airline., • Submit final payment to the airline once balances are cleared. Manifests, Inventory & Quality Control • Train Account Managers on completing airline manifests and monitoring airline inventory., • Provide timely, accurate manifest due dates to Account Managers., • Compare completed manifests against the airline dashboard to verify accuracy. Ticketing, Documentation & Check-In • Organize ticket information received from the airline into a clear, client-friendly deliverable., • Send ticket sheets to clients once their accounts show no outstanding balance., • Process incoming name changes from clients or Account Managers and resend ticket information after updates., • Create check-in sheets for each group and individual reservation., • Check in groups and send confirmation emails to clients 24 hours prior to both arrival and departure. Airline Disruptions & Client Care • Facilitate calls between clients and the airline in the event of delays, cancellations, or name issues at the airport., • Assist communication between client and passengers regarding lost or damaged luggage., • Advocate for clients when delays/cancellations occur, including securing vouchers when applicable., • Compile and send client emails to the airline to process group vouchers., • Review client feedback from previous years and incorporate learnings when booking future flights Qualifications • Experience in travel coordination, airline group bookings, event management, or logistics., • Strong organizational skills with the ability to manage multiple airline schedules, manifests, and client accounts simultaneously., • Excellent attention to detail — accuracy in manifests, ticketing, payments, and schedules is essential., • Strong written and verbal communication skills; able to explain airline policies and procedures clearly to clients and staff., • Proficiency in Microsoft Office Suite (especially Excel) and comfort with scheduling, travel, or CRM platforms., • Financial awareness: ability to reconcile payments, monitor bank transactions, and manage airline-related accounts., • Problem-solving mindset — able to advocate for clients and resolve issues such as delays, cancellations, or lost luggage., • Flexibility to work evenings, weekends, and travel as needed during peak events and travel seasons. Airline Department Timeline Month Season Focus Specific Duties January Reconcile Previous Winter Begin Ticketing Spring Spring Manifests and Ticketing February Acquire Fall Southwest Begin watching JetBlue Winter Continue Ticketing Spring Spring Manifests and Ticketing Spring Name Changes Spring Check Ins Booking Fall March Operating Spring Continue Acquiring Fall Begin Acquiring Winter Spring Name Changes Spring Check Ins Booking Fall April Operating Spring Continue Acquiring Fall Continue Acquiring Winter Spring Name Changes Spring Check Ins Booking Fall May Continue Acquiring Fall Continue Acquiring Winter Begin Acquiring next Spring Booking Fall Booking Winter Booking Spring June Acquire Winter Southwest Begin Ticketing Fall Continue Acquiring Winter Continue Acquiring Spring Fall Manifests and Ticketing Booking Winter Booking Spring July Continue Ticketing Fall Continue Acquiring Winter Continue Acquiring Spring Fall Manifests and Ticketing Booking Spring Booking Winter Booking Spring August Operating Fall Continue Acquiring Winter Continue Acquiring Spring Fall Name Changes Fall Check Ins Booking Winter Booking Spring September Operating Fall Continue Acquiring Spring Fall Name Changes Fall Check Ins Booking Spring October Ticketing Winter Continue Acquiring Spring Winter Manifests and Ticketing Booking Spring November Continue Ticketing Winter Winter Manifests and Ticketing December Operating Winter Winter Name Changes Winter Check Ins Compensation & Benefits • Competitive salary based on experience, • PTO, Healthcare stipend of $500 per month provided, travel opportunities/benefits, • Opportunities for professional growth in a collaborative, dynamic environment How to Apply Send your resume and cover letter to with the subject line: KSA Airline Manager – [Your Name]