Internal Travel Coordinator

Job Title: Internal Travel Coordinator  
Department: Accounting/Travel Services
Reports To: Director of Accounting  
Location: PrivateFlite Aviation 

Company: 

Aircraft Specialists and PrivateFlite Aviation offer a comprehensive range of general aviation services, including FBO operations, FAA Part 145 Maintenance, and Part 135 Charter services. Based just outside Louisville, Kentucky, our mission is to “Provide the Ultimate Client Experience.”  Our culture is built on six core values that guide every interaction and decision: Integrity, We Before Me, Commitment to Excellence, Service-Centered, Level 10 Attitude, Always Be Winning. Every team member is expected to embody these values as we serve our clients and support one another. Whether in the hangar, on the ramp, or in the air, we are united in delivering unmatched service and excellence in aviation.

Basic Function:
The Internal Travel Coordinator is responsible for managing and optimizing all aspects of travel logistics for clients and flight crews. This position ensures seamless coordination of ground transportation, hotel accommodations, airline bookings, and related expenses, while maintaining compliance with company travel policies and cost-control standards. The coordinator will also assist in tracking and managing fuel uplift data and pricing to support operational efficiency. 

Duties & Responsibilities 

• Travel Coordination & Logistics   
• Arrange and track rental cars, shuttles, and ground transportation for clients and pilots. 
• Coordinate and confirm hotel and airline reservations for flight crews, ensuring preferences and company standards are met. 
• Organize client catering requests and pilot meal arrangements as needed for specific trips. 
• Ensure all travel bookings meet company standards for quality, cost, and policy compliance. 
• Expense Management & Tracking    
• Accurately record and track travel-related expenses, including hotels, airlines, and ground transportation. 
• Upload and reconcile expenses using company-approved travel management software. 
• Maintain and manage a database of airline and hotel credits, ensuring utilization when appropriate. 
• Review travel invoices for accuracy and resolve discrepancies promptly. 
• Pricing Control & Vendor Management  
• Research and ensure competitive pricing across travel services. 
• Evaluate vendors to confirm service quality and reliability align with company expectations. 
• Communicate with hotels, car rental agencies, and catering providers to maintain positive relationships and negotiate favorable terms when possible.
   
• Fuel Tracking & Reporting  
• Learn how jet fuel pricing is determined across various locations and vendors. 
• Track where pilots uplift fuel and maintain records of off-base FBO fuel pricing. 
• Provide regular reports on fuel pricing trends and utilization efficiency. 
• Other duties as assigned to meet the operational needs of the organization.  

Preferred Qualifications 

• Prior experience in aviation operations or working with flight departments. 
• Familiarity with FBO operations, fuel pricing, or air charter logistics. 
• Knowledge of corporate travel policies and expense tracking systems. 

Required Qualifications 

• Strong organizational skills with exceptional attention to detail. 
• Excellent communication and problem-solving abilities. 
• Proficient in Microsoft Office Suite and travel/expense management software. 
• Ability to multitask and work effectively in a fast-paced environment. 
• Experience in travel coordination, hospitality, or administrative logistics. 
• Organization & Time Management: Can manage multiple trips and changing schedules efficiently. 
• Analytical Thinking: Evaluates pricing and expense data to identify cost-saving opportunities. 
• Customer Service Orientation: Delivers prompt, professional service to internal and external stakeholders. 
• Attention to Detail: Ensures accuracy in all travel bookings, records, and financial documentation. 
• Adaptability: Responds quickly to changing flight schedules and operational demands. 

Job Type: Full-time
Benefits: 

• 401(k) 
• Dental insurance 
• Disability insurance 
• Health insurance 
• Life insurance 
• Paid time off 
• Vision insurance 

Schedule: 

• Monday to Friday