Operations & Invoice Audit Coordinator

ExecuJet delivers excellence in a comprehensive range of business aviation services tailored to our clients and partners. We are dedicated to safety and strive for creating a fulfilling workplace through cultivating genuine, open, and engaging relationships with passionate colleagues.

ExecuJet Middle East is currently seeking a Operations Coordinator to fill a vacancy within our Flight Operations Department.

Job Requirements-

Responsible for supporting the day-to-day operational and administrative activities of the aviation business. This includes arranging travel, accommodation, and logistics for crew, communicating with clients, vendors, and service providers, maintaining accurate operational records, and providing general administrative support. The role is also responsible for processing and reconciling operational invoices, tracking expenses, and coordinating with the Finance department to ensure timely and accurate billing and vendor payments. The Operations Coordinator ensures all activities are carried out safely, efficiently, and in compliance with company policies and applicable aviation regulatory requirement. After hours and weekend work can be expected.

Qualifications-

High  school  diploma  or  equivalent  required  in  Aviation  Management, Business Administration, logistics or related field.

Work Experience-

Minimum of 3 years experience required.

• At least three years of experience in aviation operations admin or flight support required
• Strong attention to detail and accuracy.
• Excellent problem-solving and decision-making skills.
• Customer-focused with the ability to build positive relationships.
• Ability to work independently and as part of a team.
•  Knowledge of international travel requirements, visa processes, and crew logistics.
• Ability to track operational expenses, maintain invoice records, and coordinate with the Finance department to ensure timely payment of vendors.
• Experience in resolve invoice discrepancies by liaising with suppliers, operational teams, and Finance.
• Understanding of aircraft handling, and flight support services is an advantage.
• Strong communication and customer service skills

Responsibilities-

• Coordinate and monitor aircraft schedules where required.
• Arrange travel, hotel accommodation, visas, and ground transportation for flight crew and operational personnel.
• Respond to and action client bookings, operational requests, and schedule changes outside normal business hours, including evenings, weekends, and public holidays, as required to ensure the continuous delivery of operations on occasions.
  
• Provide general administrative support to the Operations department, Ground Operations manager including maintaining filing systems, records, preparing correspondence, scheduling meetings, and ensuring operational documentation is complete and up to date..
• Receive, verify, and process supplier invoices related to flight operations, including fuel, handling, accommodation, transport, catering, maintenance, and other operational services.
• Coordinate with the Finance department to facilitate timely processing and payment of approved invoices.
• Match invoices against purchase orders, quotations, or service confirmations to ensure accuracy before submitting them for approval.
• Track operational expenses, maintain invoice records, and coordinate with the Finance department to ensure timely payment of vendors.
• Resolve invoice discrepancies by liaising with suppliers, operational teams, and Finance.
• Resolve invoice discrepancies by liaising with suppliers, vendors, and internal stakeholders.
• Assist with preparing cost reports and operational expense summaries.
• Monitor operational changes and communicate updates to all relevant stakeholders.
• Ensure compliance with company procedures and applicable aviation regulations.
• Assist with preparing operational reports, expense summaries, and other management reports as required.
• Understand and ensure compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which you are involved.
  
  

Background - 

• Aviation background essential

Languages- 

• Fluency in written and spoken English is essential. Additional languages would be advantageous.

IT Skills-

• Basic Skills – Microsoft Office

Character Profile-

• Professional
• Ability to work independently with little supervision
• Team Player
• Proactive approach to tasks, takes ownership of tasks from start to finish
• Good Communication Skills
• Highly organized with exceptional attention to detail.
• Calm and composed under pressure, with the ability to make sound decisions in time-sensitive situations.
• An excellent communicator who builds positive relationships with clients, crew, vendors, and internal teams.
• Adaptable and able to manage changing priorities and last-minute operational requirements.
• Honest, dependable, and maintains confidentiality when handling sensitive operational and financial information.
• A strong problem-solver who can anticipate issues and identify practical solutions.
• Accountable and committed to accuracy, particularly when managing documentation, travel arrangements, and invoice processing.
• Committed to maintaining the highest standards of safety, compliance, and professionalism.