Office Manager

Office Manager 

Location: Fullerton, CA
Employment Type: Full-Time

Position Summary

Kinetic Personnel Group is seeking a highly organized and proactive Office Manager  to support the daily operations of a busy general aviation flight training facility. This role serves as the central point of coordination between students, flight instructors, aircraft, maintenance personnel, vendors, and the pilot shop.

This is a hands-on operations role—not simply a front desk or receptionist position. The ideal candidate thrives in a fast-paced environment, takes ownership of scheduling and administrative processes, communicates effectively with multiple stakeholders, and ensures day-to-day operations run smoothly.

Key Responsibilities

• Manage daily and future schedules for aircraft, flight instructors, students, ground school, simulator sessions, classrooms, and operational activities using scheduling software and office management systems.
• Proactively identify and resolve scheduling conflicts involving instructor availability, aircraft maintenance, student scheduling, classroom usage, cancellations, and operational changes.
• Serve as the primary point of contact for students, prospective customers, instructors, vendors, maintenance personnel, and visitors by providing exceptional customer service via phone, email, and in person.
• Coordinate aircraft dispatch and check-in/check-out procedures while maintaining aircraft keys, dispatch binders, required documentation, receipts, and operational records.
• Verify completion of dispatch documentation and administrative requirements, escalating discrepancies or operational concerns to leadership when necessary.
• Coordinate maintenance communication by documenting aircraft discrepancies, tracking maintenance issues, scheduling aircraft downtime, adjusting flight schedules, and communicating aircraft availability after maintenance clearance.
• Support maintenance coordination efforts without performing maintenance, determining aircraft airworthiness, or making operational flight decisions.
• Assist with pilot shop operations, including customer service, point-of-sale transactions, inventory organization, vendor coordination, and maintaining adequate training materials and supplies.
• Maintain accurate records for students, scheduling, dispatch, inventory, customer information, and office documentation.
• Prepare daily or weekly operational updates regarding aircraft availability, maintenance status, scheduling conflicts, inventory needs, and outstanding operational items.
• Follow established procedures, maintain confidentiality, exercise sound judgment, and recommend process improvements that enhance scheduling, communication, and operational efficiency.

Qualifications

• Previous experience in office management, operations coordination, administrative support, dispatch, scheduling, or customer service in a fast-paced environment.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills with a professional and customer-focused approach.
• Experience coordinating schedules involving multiple resources and personnel.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and the ability to learn scheduling or dispatch software quickly.
• Strong attention to detail and ability to maintain accurate documentation and records.
• Ability to work independently while collaborating effectively with multiple departments.
• Experience in aviation, flight schools, transportation, logistics, or operations is highly preferred but not required.

Preferred Qualifications

• Experience with flight scheduling or dispatch software (such as FlightCircle or similar platforms).
• Previous experience supporting aviation operations, flight schools, or airport environments.
• Retail or point-of-sale experience is a plus.

What We're Looking For

We are looking for someone who enjoys being the operational hub of a busy organization. The ideal candidate is proactive, detail-oriented, adaptable, and able to keep multiple moving parts organized while delivering excellent customer service and maintaining efficient daily operations.