Ground Handling Coordinator

GROUND HANDLING COORDINATOR

Location: Miami, FL
Department: Ground Handling
Employment Type: Full-Time
Reports To: Department Manager / Director

POSITION SUMMARY

The Ground Handling Coordinator provides operational and administrative support by coordinating aircraft ground handling services, communicating with vendors and internal teams, maintaining operational data, supporting reporting and invoice processing, and assisting with day-to-day operational needs.

The ideal candidate is organized, detail-oriented, responsive, dependable, and able to thrive in a fast-paced, time-sensitive aviation environment where schedules and priorities can change with little notice.

KEY RESPONSIBILITIES

• Coordinate aircraft schedules and ground handling service requests with Ground Handlers, FBOs, and other vendors.
• Monitor vendor confirmations and coordinate changes to schedules and operational requirements.
• Arrange aircraft cleaning and other ground support services as needed.
• Maintain and update daily operational information in NOC/Flight Operating System.
• Support schedule changes, irregular operations, and other time-sensitive operational needs.
• Assist with permits, Landing Rights, Customs, and pre-clearance requirements.
• Communicate and coordinate with internal departments and external vendors to ensure operational requirements are met.
• Prepare, maintain, and submit monthly operational reports, including landing, passenger, and station activity reports.
• Review data for accuracy, completeness, and timeliness and resolve discrepancies as needed.
• Assist with vendor invoice review and processing, including identifying and resolving discrepancies.
• Support company credit card expense reporting and maintain required documentation.
• Maintain accurate and organized operational records.
• Perform other duties and special projects as assigned.

REQUIRED QUALIFICATIONS & SKILLS

• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong follow-through, accountability, and problem-solving skills.
• Ability to work independently and effectively as part of a team.
• Ability to work collaboratively with multiple departments, vendors, and external partners.
• Adaptability and ability to respond effectively to changing schedules and operational priorities.
• Basic computer proficiency and ability to learn company-specific systems and software.
• Ability to handle confidential and operational information appropriately.

PREFERRED QUALIFICATIONS

• Previous experience in aviation, airline, charter, FBO, ground handling, or flight operations.
• Knowledge of aircraft ground handling and airport operations.
• Experience coordinating with FBOs, Ground Handlers, fuel providers, or other aviation vendors.
• Familiarity with flight schedules, aircraft arrivals/departures, RON operations, and irregular operations.
• Experience with NOC, flight operating, scheduling, or aviation systems.
• Proficiency with Microsoft Office, Excel, and Outlook.
• Experience with reporting, data entry, reconciliation, invoice processing, or expense reporting.
• Familiarity with CBP, Landing Rights, permits, Customs, or pre-clearance procedures.
• Experience working in a high-volume, time-sensitive, or 24/7 operational environment.
• Aviation-related education, training, or certification.