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Client Services Coordinator
2 months ago
Description
Tradewind Aviation is a leading Part 135 commuter and on-demand private charter operator with operational bases at the Waterbury/Oxford, CT (OXC), Westchester, NY (HPN), Stuart, FL (SUA) and San Juan, PR (SJU) airports. Founded by aviation enthusiasts in 2001 on the premise that all flights deserve the highest quality aircraft, crew, and service, Tradewind provides personal air travel—both private and scheduled service—throughout North America and the Caribbean.
For more details visit www.flytradewind.com
Job Description
ABOUT THE CANDIDATE / ROLE
Tradewind Aviation is looking for a full-time Client Services Coordinator based virtually assigned to our office in Oxford, CT.
In this dynamic role within our customer-obsessed aviation service organization, we are seeking an individual with an innate ability to anticipate and meet our guests' needs, ensuring a seamless trip experience from start to finish. The ideal candidate will be friendly, confident, and thoughtful, bringing a personalized touch to every interaction. Flexibility, adaptability to changing demands, and a commitment to exceptional service are paramount in this position.
RESPONSIBILITIES
Trip Coordination:
Collect comprehensive trip details for private charter flights, including client and passenger information, passport details, preferences, special requests, connecting flight information, and flight following point of contact.
Logistics Management:
Coordinate, arrange, and confirm trip logistics, encompassing catering, ground transportation, and special requests.
Confirm all trip details and send day-prior itineraries to charter clients.
Ensure completeness of billing information and timely receipt of payment according to terms.
Operational Oversight:
Monitor potential or actual operational issues such as weather, mechanical problems, and delays, communicating effectively with clients and internal stakeholders.
Act as a liaison between the Dispatch team and charter clients, ensuring accurate and timely updates.
Act as the after-hours initial point of escalation for Client Services issues.
Post-Trip Responsibilities:
Follow up with charter clients after trip completion, creating trip reports, and recording any issues.
Pursue resolutions to trip-related problems and collaborate with the Finance team to resolve outstanding payment issues.
Collect and report billable charter client expenses to the Finance department.
Additional Duties:
Provide back-up for Owner Services and CS Account Management.
Undertake other responsibilities as assigned.
Requirements
Qualifications:
Part 135 private charter experience is preferred.
One year Client Services, Luxury Concierge and/or travel/hospitality back-office experience.
Strong communication skills (verbal and written), attention to detail, organizational and time management skills.
Ability to de-escalate difficult situations in a calm, professional manner.
Self-motivated with the ability to work collaboratively as part of a close team.
Independent problem solver with the ability to handle and maintain the confidentiality of sensitive information.
Ability to effectively interact with clients, employees, and all levels of management.
Demonstrated ability to coordinate and work on multiple projects simultaneously.
Adaptability to frequent changes in procedures, directions, and outcomes.
Flexibility to work non-traditional hours, including evenings, holidays, and weekends, with an ability to adjust the work schedule based on seasonality and changes in demand.
Ability to work remotely. Schedule Monday-Friday 4pm-12am or as business needs require seasonally.
PHYSICAL REQUIREMENTS
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift 15 lbs. at times.
BENEFITS
Competitive salary
Medical, Dental, Vision, FSA/DCA and 401(k) plan.
Paid vacation and sick days
Paid Maternity/Paternity Leave
Fun, dynamic team with opportunities for rapid advancement
Travel benefits on various US and International airlines
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