Travel & Charter Operations Coordinator

The Travel & Charter Operations Coordinator at Payukotayno is responsible for managing and coordinating charter flights between Timmins, Ontario and multiple remote northern communities. This includes arranging passenger manifests (staff and clients), ensuring timely communication regarding flight schedules and potential changes, and coordinating with air traffic authorities and internal stakeholders. The successful candidate will be a highly organized individual capable of balancing multiple priorities while adhering to strict timelines and safety regulations.

Key Responsibilities

1. Charter Flight Coordination
   • Schedule and organize charter flights, working closely with charter
   • Prepare detailed flight manifests for staff and clients, ensuring accuracy in passenger lists, luggage requirements, and special accommodations.
   • Oversee and manage all communications related to charter operations, including notifications of departure and arrival times, delays, and cancellations.
   • Monitor weather conditions and any other factors that may affect flight operations, proactively updating relevant parties.
2. Communication & Customer Service
   • Serve as the primary point of contact for flight-related inquiries and updates, communicating clearly and promptly with staff, clients, and external partners.
   • Notify all staff, clients, and other stakeholders (e.g., community partners) of any changes to flight schedules, including cancellations or rescheduling.
   • Provide excellent customer service to passengers, addressing their concerns and special needs before, during, and after flights.
3. Administration & Reporting
   • Maintain an organized record of passenger information and flight documentation, ensuring compliance with privacy and security regulations.
   • Prepare daily and weekly reports on flight activities, passenger counts, operational costs, and other metrics as required by management.
   • Coordinate logistics such as ground transportation and accommodation when necessary for staff and clients traveling through Timmins or remote communities.
   • Document any incidents or issues that arise during flight operations and follow up on resolutions.
4. Operational Support
   • Working 10 hours 7:30-6:30 with lunch off
   • Devote the remaining two working days to preparing and finalizing flight manifests, reviewing schedules, and planning upcoming charters.
   • Liaise with maintenance or ground support teams to ensure that any required equipment or support is in place at departure and arrival locations.
   • Implement and maintain safety protocols and procedures in alignment with aviation standards and company policies.
5. Contingency Planning
   • Develop and execute emergency response plans in the event of flight cancellations, delays, or other unexpected circumstances.
   • Communicate immediately with impacted passengers, staff, and external parties to minimize disruptions and coordinate alternative arrangements.
6. Collaboration & Stakeholder Management
   • Collaborate with internal departments (Finance, HR, etc.) to ensure accurate billing, reimbursement, and compliance with corporate travel policies.
   • Build and maintain strong relationships with airline/ airport personnel, fostering a reliable network to support efficient operations.
   • Participate in cross-departmental initiatives or projects related to travel logistics, budget planning, or service improvements.

Qualifications & Requirements

1. Education & Experience
   • Diploma or degree in Business Administration, Travel & Tourism, Aviation Management, or a related field (or equivalent work experience).
   • Prior experience in travel coordination, aviation operations, or charter management is highly desirable.
2. Technical Skills
   • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn specialized flight scheduling/manifest software.
   • Familiarity with aviation terminology, protocols, and safety regulations.
   • Strong data entry and record-keeping abilities, ensuring accuracy and compliance.
3. Soft Skills & Competencies
   • Exceptional communication skills (written and verbal), with an ability to convey clear, concise, and timely updates.
   • Excellent organizational and time management skills, capable of handling multiple tasks under tight deadlines.
   • Strong customer service orientation, with the ability to remain calm and professional in high-pressure or emergency situations.
   • Detail-oriented with a problem-solving mindset, anticipating potential disruptions and proactively implementing solutions.
4. Other Requirements
   • Availability to work 10-hour shifts during active charter days (usually three days per week), with flexibility to adjust hours if flight schedules change.
   • Ability to travel locally and possibly to remote northern communities if necessary.
   • Understanding of cultural sensitivities when communicating with remote Indigenous communities.
   • Valid driver’s license (an asset).
   • Must be willing to undergo background checks in alignment with aviation and agency requirements.

Working Conditions

• Physical Demands: Primarily an office-based role with occasional requirements to move between hangars, airport terminals, or local offices.
• Work Environment: Fast-paced; requires flexibility to adapt to shifting priorities, including sudden schedule changes.

Why Join Payukotayno?

• Opportunity to make a direct impact by ensuring reliable, safe travel between Timmins and remote northern communities.
• Work in a collaborative environment committed to supporting the well-being of staff, clients, and local communities.
• Competitive compensation package (salary and benefits to be determined) and opportunities for professional growth.

Accessibility & Equal Opportunity Statement

Payukotayno: James & Hudson Bay Family Services is committed to fostering a workplace that reflects the diversity of the communities we serve. We are an equal opportunity employer that values and respects the unique backgrounds, perspectives, and experiences of all individuals. We encourage applications from First Nations, Inuit, and Métis peoples, as well as individuals from diverse cultural, racial, gender identity, sexual orientation, and disability backgrounds.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Payukotayno is dedicated to providing an inclusive and barrier-free recruitment process. If you require accommodation at any stage of the hiring process, please contact us at hr@payukotayno.ca so that we can work with you to meet your needs.

We appreciate your interest in joining our team and thank all applicants for applying; however, only those selected for an interview will be contacted.