Charter Administrator

Charter Administrator

Reports directly to Charter Director

Job Purpose 

Charter Administrator primary responsibility revolves around overseeing and managing the logistical and administrative aspects of charter services. This role involves ensuring smooth operations, coordinating charter schedules, managing documentation, and liaising with various stakeholders. Responsibilities often include organizing details for quotes, maintaining compliance with regulations, hosting charter events, and addressing client needs. Ultimately, the Charter Administrator aims to streamline and facilitate the efficient execution of charter services while delivering a high standard of customer service and adherence to industry standards and protocols.

Position Details 

• Full-Time
• Non-Exempt 
• Some travel requirements  

Responsibilities 

Administration

• Promptly and professionally answer incoming calls from clients, customers, vendors, and stakeholders.
• Greet callers with a friendly and courteous demeanor, providing a positive first impression.
• Listen attentively to callers’ inquiries, concerns, or requests, demonstrating active listening skills and empathy.
• Take detailed and accurate messages, ensuring that relevant information is recorded and communicated to the appropriate person in a timely manner.
• Prepare and maintain accurate records of all charter-related information, including flight manifests, crew details, and customer preferences.
• Assist in creating and processing charter contracts, invoices, and billing statements.
• Coordinate with internal departments and external vendors to ensure all necessary resources are available for each charter flight.

Guest Experience

• Welcome and greet guests in a warm, friendly, and professional manner, ensuring a positive first impression.
• Assist the charter team with meet and greet services for chartered flights, ensuring excellent customer service and support throughout the process.
• Proactively identify opportunities to enhance the guest experience, and provide recommendations for process improvements or service enhancements.
• Provide accurate and up-to-date information about the organization's products, services, facilities, and amenities to guests.
• Maintain a comprehensive knowledge of the local area, including nearby attractions, restaurants, transportation options, and other relevant information to assist guests.
• Develop and implement an innovative strategy for post-flight guest engagement, generating reviews and feedback to improve Paradise Helicopters' services and product offerings.
• Manage the retail space, including maintaining stock levels, identifying popular products, and actively selling Paradise Helicopters merchandise to guests.

Ground Handling

• Yearly recurrent training of FAA regulations and Paradise Helicopters standards.
• Conduct FAA required safety briefing and manifests.
• Calculating fuel amounts.
• Confirming that all Pilots are provided with the manifests for next flight.
• Maintaining cleanliness of all areas including office areas, storage area, aircrafts, and flight line.
• Flight following.
• Loading/off-loading guest from aircrafts.
• Inventory, restocking, and selling of retail.
• Clear Pilot and aircraft for take-off/landing and shutting down aircraft.
• Ensuring safety is the number one priority on the flight line.
• Check-in guests.

Qualifications  

Credentials & Experience 

• Legally eligible for employment in the United States of America 
• Hold a valid driver’s license 
• High school diploma or equivalent
• Must be able to obtain an AOA badge (clean background check)
• Previous experience in a customer service role, preferable in the hospitality industry or experience as a flight attendant

Physical Demands & Work Environment 

• Ability to work indoors and outdoors for extended periods of time 
• Ability to walk, stand, and sit for extended periods of time 
• Ability to lift or carry 20lbs 

Additional 

• Ability to read and write the English language 
• Possess the ability to work independently as well as in a team environment 
• Exceptional interpersonal and communication skills, with the ability to interact effectively with guests from diverse backgrounds
• Strong problem-solving abilities and the capacity to handle difficult situations
• Excellent organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.
• A positive and outgoing attitude, with a genuine passion for providing exceptional customer service.
• Conflict resolution skills to handle dissatisfied guests effectively and professionally
• Basic computer skills required
• Experience with Microsoft Products preferred
• Flexibility to work varying schedules, including weekends, holidays, and evenings

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. 

Paradise Helicopters is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. 

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Paradise Helicopters makes hiring decisions based solely on qualifications, merit, and business needs at the time.  

Last Revision: November 20, 2023