Aviation Coordinator - Gray Construction

Gray Construction is seeking an Aviation Coordinator based in the Lexington, KY office.

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Data Centers, Distribution, and Advanced Technology.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

Who we want… (Requirements)

Associate degree or equivalent from two-year college or technical school; or equivalent combination of education and experience (preferred not required). Must possess advanced computer skills, including proficiency in word processing, spreadsheet, electronic mail and scheduling applications. May require knowledge of applications specific to the department assigned.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we expect… (Essential Functions)

• Coordinate flights for Gray’s corporate and leased aircraft, including:
  • Coordinate trip information with the lead passenger/trip requester.
  • Coordinate/discuss trip with Gray’s pilots.
  • Determine best/closest airport for trip destination.
  • Determine flight times for trip legs through Fltplan.
  • Determine cost of trip.
  • Obtain cost code for trip.
  • Reserve rental cars as needed.
  • Create trip itinerary and email passengers and pilots.
  • Advise pilots of any baggage, etc. being brought on board.
• Schedule/coordinate aircraft charters as needed, including:
  • Coordinate trip information with the lead passenger/trip requester.
  • Request and schedule trip with the charter company.
  • Obtain pricing and flight times for trip.
  • Provide passenger information to charter company.
  • Obtain cost code for trip.
  • Reserve rental cars as needed.
  • Create trip itinerary and email passengers.
  • Advise charter coordinator of any baggage, etc. being brought on board.
  • Review, approve and send (charter) trip invoices to accounting for payment.
• For multiple trips on the same day, analyze and research trip requests to determine which trip will be chartered or leased.
• Keep flight calendar up to date (with scheduled trips and pilot PTO information)
• Notify pilots of new trips and any trip changes.
• As needed, communicate with Gray’s pilots to find a contract pilot for scheduled trips.
• Keep contract pilot invoice log up to date.
• Review contract pilot invoices, approve and send to accounting for payment.
• Review pilot fuel statements and approve for payment.
• Keep pilot flight day calendar up to date.
• Review, approve and send Gray bulk fuel invoices from Signature to accounting for payment.
• Send maintenance invoices (approved by a Gray pilot) to accounting for payment.
• Keep track of Wifi use on Gray’s King Air.
• Review and pay monthly Wifi cost for Gray’s King Air.
• Prepare a Plane Usage Report once a month:
  • Code Gray King Air trips for accounting to charge internally.
  • Code Leased Aircraft trips for accounting to charge internally.
  • Create Charter Report for monthly usage.
  • Archive King Air trip sheets, itineraries and Reports electronically.
• Work with Corporate Risk Management annually to provide pilot record information for insurance purposes.
• Gather and provide back-up information for trips charged to other Gray companies as requested.
• Assist with required information to renew FAA Registration for Gray’s King Air as needed.
• Maximize office/area productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Other duties may be assigned.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear.  They may occasionally be required to climb or balance, stoop, kneel, or crouch.  Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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