We’re all about the craft.
KF Aerospace is proud to deliver innovative aircraft services for corporate, commercial, and military customers worldwide. Launched in 1970 out of British Columbia’s beautiful city of Kelowna, KF has grown to specialize in a wide range of aviation services including maintenance and modifications, cargo operations, military pilot training and aircraft leasing. With facilities across Canada, KF is home to over 1,200 highly skilled individuals. Our passion for our craft fuels every project we touch.
JOB OVERVIEW
The Charter Support Coordinator is responsible for ensuring the seamless execution of charter flights from planning through post-flight. This role reports to Senior Manager, Flight Operations, works closely with Charter Sales Manager to provide end-to-end support through direct client engagement, operational coordination, vendor management, and regulatory compliance. The position requires strong communication, problem-solving, and organizational skills to ensure that charter operations are delivered to the highest standard of safety, service, and efficiency.
PRIMARY DUTIES AND RESPONSIBILITIES
Client Services
- Act as the primary point of contact for charter clients, providing timely communication and updates.
- Manage booking confirmations, special requests, and VIP requirements.
- Ensure a positive client experience throughout the charter journey.
Operational Coordination
- Coordinate above-wing services, including check-in, boarding, and lounge access.
- Oversee below-wing handling such as GPU, de-icing, baggage handling, and ramp logistics.
- Manage airport slots, permits, and Customs/Immigration clearances.
- Monitor and support flight following on the day of operations.
Vendor and Partner Management
- Source, contract, and manage vendors for ground handling, catering, fueling, grooming, and de-icing.
- Negotiate service agreements and monitor service level compliance.
- Conduct vendor audits and manage invoice approvals.
Service Setup
- Arrange catering, fuel, grooming, and de-ice slot management in line with client and operational requirements.
- Ensure service readiness for all pre-flight activities
Financial Reporting
- Manage invoicing, payment methods (corporate card or account), and vendor reconciliations.
- Track key performance indicators (KPIs) and ensure compliance with SOPs.
- Prepare client reports and conduct internal audits as required.
Irregular Operations (IROP) Response
- Provide rapid response support during flight disruptions.
- Communicate with clients regarding delays, diversions, or cancellations.
- Coordinate alternative arrangements in collaboration with OCC and vendors.
Charter Stage Responsibilities
Pre-Flight
- Conduct crew and client briefings (in coordination with Charter Sales).
- Confirm all operational services including Customs/Immigration arrangements.
Day of Flight
- Manage passenger handling, check-in, and boarding processes.
- Oversee below-wing services and ensure safety/security standards.
- Distribute and collect required documentation, including passenger manifests, load sheets, and station reports.
Post-Flight
- Approve and reconcile vendor invoices.
- Complete vendor audits and client reporting.
- Support continuous improvement by documenting lessons learned and updating SOPs.
EDUCATION, EXPERIENCE, COMPETENCIES
- 3 years plus of aviation related experience including ground handling operations, prior charter experience preferred.
- Knowledge of Canadian Aviation Regulations (CARs) and international operational requirements.
- Strong organizational and multitasking skills in a fast-paced environment.
- Excellent communication and client service skills.
- Ability to problem-solve and make decisions under pressure.
- Proficiency in MS Office Suite; familiarity with flight planning/operations software an asset.
- Flexibility to work irregular hours, weekends, and holidays as required by charter operations.
- Ability to take initiative and operate with a high level of attention to detail.
- Ability to work effectively both independently and as part of a collaborative team
WORKING CONDITIONS
- Based in Kelowna head office with occasional travel required to support charter operations.
- Combination of office and on-site airport environment.
- This role is 100 on-site. Irregular hours and on-call availability during charter operations.
BENEFITS
Full-Time staff benefits include (but are not limited to):
- Health and Dental
- Short & Long-Term Disability
- Life Insurance
- Health Spending Account
- Personal (Wellness) Spending Account
- Paid vacation and Personal time off
- Pension matching plan and voluntary RRSP
- Employee & Family Assistance Program
- A bonus program based on organizational performance
SALARY
The wage band is level 8, $67,642.72-$84,553.40. The expertise and technical skill level of the candidate is assessed during the selection process for placement within the band. Note: The salary range maximum signifies full job knowledge.
HOW TO APPLY
Be a part of our craft. Apply for the Charter Support Coordinator position at kfaero.ca/careers today!
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