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United Technologies Corporation Flight Operations Scheduler and Administrative Assistant in Palm Beach Gardens, Florida

Job ID: 01364894

City: Palm Beach Gardens

State: Florida

Country: United States

Category: Administrative Support

Job Type: Full Time


Date Posted:



United States of America


CAF77: CCS - CIB 13995 Pasteur Blvd , Palm Beach Gardens, FL, 33418 USA


Schedule and coordinate aircrew and corporate aircraft in accordance with established policy. Dispatch and monitor daily flight operations to ensure flights are executed as requested, and in conjunction with departmental guidelines. Provide coordination and support services for all aspects of domestic and international flights relating to flight, passengers and aircrew, in compliance with company policy and government regulations. Coordinate and perform a variety of administrative and support duties. Assist with accounts payable, invoicing, and finance data input and report generation.


  • Obtain customer trip requirements for scheduling aircraft, including date, route, departure/arrival times, number of passengers, primary passenger and contact phone numbers

  • Compile a complete profile of needs associated with each flight, including requirements for ground transportation, catering, cargo, customs information, foreign national information and any additional, unique information that may be required because of the nature of the trip.

  • Review trip requirements against aircraft status, airport parameters and weather forecast. As necessary, advise requesting office of changes required by aircraft performance or airport parameters; recommend alternative plans.

  • Dispatch day’s flight operations to ensure complete coordination of planned trip requests. Monitor weather conditions and flight follow timing to ensure execution of requests; recommend changes as necessary. Monitor effect of changes on day’s activity for multiple executive offices. Constantly review trip requirements and adjust plans and priorities.

  • Provide timely follow-through on issues and coordinate changes with appropriate operating offices and personnel and all agencies associated with flights. Ensure communications are complete, accurate and timely.

  • Assist with the scheduling of crews to all assignments including flight duty, training, administrative and personal time; maintain a goal to provide balance of crewing assignments; ensure that all crew duty rules and guidelines are in compliance with departmental and FAA guidelines and that crewing is done in accordance with the rules and guidelines; review and adjust assignments as changes occur.

  • Interface with Director of Maintenance to review planned maintenance activities and their impact on flight schedules.

  • Make ARO’s and other special reservations sufficiently in advance of trips so as to meet passenger travel requirements.

  • Prepare and provide complete trip documentation; brief crews and Maintenance Department with all appropriate information; maintain flight following logs, crew logs, trip record files and all reference resources.

  • Provide flight planning information to flight crews, as requested, including weather, flight plans, suitability of airports and facilities, customs requirements, overfly permits, curfew information, airport slots and government regulations for domestic and international flights. Assist with international visa applications for crewmembers.

  • Ensure that flight requests, schedules and manifests are complete and accurate; interface with internal auditors and assure compliance with corporate policies and procedures.

  • Assist with arranging and booking hotels, rental cars, airline transportation and other travel arrangements for crewmembers.

  • Coordinate the schedules of all charter or fractionally owned aircraft with executive offices.

  • Establishing and maintaining relationships with outside vendors to include logistical support, i.e., fixed based operators, handlers, fuel providers, ground transportation, etc.

  • Provide administrative support for the department’s financial accounting. This includes tax information, SIFL reports, and processing invoices for payment, collecting data for chargeback reports and assisting with data needed for budget reporting.

  • Ensure that all activities are in compliance with all appropriate IS-BAO, Carrier Corporation and Government EH&S, Diversity and Ethics policies and guidelines.

  • Perform additional tasks and acquire varying responsibilities as appropriate.


  • High School Graduate. College degree preferred.

  • FAA Aircraft Dispatcher Certificate preferred or experience in a high volume aviation dispatch setting.


  • Demonstrated aptitude for handling detailed information in fast-paced environment with constantly changing priorities;

  • Strong organizational skills and demonstrated initiative;

  • Team player with a demonstrated aptitude for customer satisfaction, both internally and externally;

  • Ability to formulate and execute solutions quickly, accurately and independently, or in a team setting; able to take direction from management;

  • Strong interpersonal skills with the ability to communicate effectively with personnel at all levels in the organization;

  • Working knowledge of MS Word, Access, Excel and PowerPoint.

  • Prior experience with aviation scheduling software such as Professional Flight Management (PFM) or Flight Operations System (FOS) preferred.

  • Prior experience with accounts-payable/invoicing software such as SAP Ariba preferred.

  • In addition, must be able to work early morning/late evening hours as required. Available for after hours, weekend, and holiday calls to schedule aircraft, update flight information or provide assistance to flight crews or passengers.

  • Occasional travel for training and professional conferences in order to remain current on resources available and training opportunities to facilitate an effective scheduling operation.


United Technologies Corporation is An Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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United Technologies Corporation is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other federally protected class.

Thank you for your interest in a career at United Technologies! We will soon upgrade to an improved job application system to simplify the apply experience. You will still be able to apply to any of our current job openings through December 18, 2018. On January 2, 2019, our new and improved job application system will launch; please check back on that date to see all of our job openings.