Trip Support Scheduler – Wholesale Charter & Concierge

The Role
Jetvia is seeking a Trip Support Scheduler to run charter trips from booking through arrival and keep our fleet schedule optimized. Your primary focus is wholesale charter, where you'll be the brokers' trusted aviation advisor: precise, proactive and fast, protecting both the trip and the aircraft's profitability. You'll also be cross-trained in Concierge trip management, creating seamless, personalized travel experiences for our Retail and Owner clients.  

What You'll Do

Shift Operations and Flight Following

• Review overnight passdowns and address weather, delays, maintenance, tail changes, tight crew duty days and diversions
• Track all active tails in FlightAware, keep a working list of trips and document delays clearly
• Monitor flights before, during and after each trip, and resolve issues in real time

Booking, Itineraries and Trip Coordination

• On each Sales booking, confirm the tail, send the preliminary trip itinerary, and verify planner, customer and contact information
• Coordinate with Dispatch and Operations. Notify Dispatch of international trips within 5 days and domestic trips within 2 days, and secure payment right away on ASAP trips under 24 hours
• Review quotes for special event fees (SEFs) and prior permission requirements (PPRs), then reserve, pay and document them in trip notes
• Manage trip logistics including catering, ground transportation and aircraft positioning
• Send final itineraries and trip briefs covering repositioning, weather, TFRs/NOTAMs, airport conditions, MEL status and flight tracking

Schedule Optimization and Repositioning

• Keep the board optimized from today through the next 4 days. Add repositioning legs and check their timing against weather, crew duty and maintenance using our AI Scheduler tool
• Work with Sales to cut repositioning costs, including confirming whether quotes are pending when a repositioning leg exceeds 1.5 flight hours
• Before shift end, confirm that itinerary tails match the calendar, and send tail change and repositioning updates to brokers

Release, Payments and Billing Accuracy

• Complete the Request to Release (R2R) checklist: passenger and crew details, passports verified for international trips, baggage weights, PPRs/SEFs, catering and ground transportation
• Confirm payment status before release: payment received or card on file, invoice matches quote, and any broker exceptions
• Prepare and review flight cost estimates. Adjust invoices after the trip is complete and let clients and brokers know promptly
• Log every trip change. Apply allowable discounts for Jetvia-caused delays, additional charges, and cancellation terms (with manager approval), and work closely with Sales to protect each trip's profitability
• Follow all standard operating procedures and checklists accurately, and flag processes that need improvement

Broker and Client Communication

• Monitor Sales, Dispatch and Operations communications
• Relay critical updates to brokers and clients. Urgent issues get a phone call first, then an email. Acknowledge every incoming message within 30 minutes
• Stay calm and professional with frustrated customers during mechanical, weather and other delays
• Keep all client and operational information strictly confidential

Concierge Cross-Training

• Support trips for Retail clients and Owners using our VIP communication cadence, from preference checks 48–72 hours out through post-flight follow-up
• Book and confirm catering, rental cars, chauffeured vehicles and aircraft stock, and reconfirm with FBOs and vendors
• Coordinate brokered trips on third-party aircraft for Jetvia clients
• Help with client onboarding, retention and relationship management. Provide in-person pre-flight support and represent Jetvia at events when available

Requirements

Required

• High school diploma or GED
• 2+ years in charter operations, dispatch, scheduling, logistics, trip coordination or high-touch client service
• Working knowledge of NOTAMs, TFRs, MELs, crew duty and weather impacts, or a demonstrated ability to learn them quickly
• Strong math skills for checking repositioning costs, fees and invoices
• Clear, concise written and verbal communication, and comfort calling brokers and clients under pressure
• Highly organized with exceptional attention to detail, and able to manage multiple priorities in a fast-paced, time-sensitive environment
• Experience coordinating across sales, operations and client services
• Proficiency in Google Workspace and Microsoft Office, and the ability to learn JetInsight, FlightAware, ForeFlight, HelpScout and AI Scheduler
• Ability to work evenings, weekends and rotating holidays

Preferred

• Part 135 charter or broker-side experience
• Experience in private aviation, luxury travel or hospitality, including with high-net-worth clients
• Knowledge of FAA regulations and Learjet 60 performance limits
• Experience handling international trips
• Bachelor's degree in Aviation, Business, Hospitality or a related field