Aviation Coordinator

About the Role:

As an Aviation Coordinator for Disney Aviation Group, you will play a vital role in ensuring the seamless operation of our air transportation services. This position is integral to maintaining the highest safety standards and delivering exceptional experiences for both internal and external stakeholders. You will act as the primary point of contact for the department, supporting executives, team members, airport partners, and studio visitors while maintaining strict confidentiality. Your role combines administrative coordination with operational and security awareness, ensuring professionalism, privacy, and excellence throughout all travel experiences.

Responsibilities:

In this role, you will be responsible for providing critical administrative, operational, and logistical support to the Disney Aviation Group. You will manage day-to-day functions and deliver an exceptional experience for all stakeholders. This role is crucial in maintaining smooth operations and supporting the strategic goals of the company. Key skills required for success in this role include strong organizational abilities, effective communication, and the ability to maintain confidentiality.

• Manage calendars in a hybrid environment with limited complexity.
• Process expense reports and submissions using Concur.
• Answer, screen, and direct incoming telephone calls.
• Create and edit basic presentations and documents using Microsoft Office, particularly PowerPoint.
• Support Vice President and Director of Maintenance with general administrative duties.
• Serve as the liaison between the department and the Scheduling team.
• Enter, track, and follow up on invoices using SAP; ensure timely processing and payment.
• Oversee vendor relationships and coordinate service delivery.
• Act as Department Supply Officer, responsible for ordering office supplies, retail items, artwork, and other materials.
• Administer the department's record retention program.
• Coordinate airport badge renewals for all required personnel.
• Support audio-visual (A/V) management, including equipment upgrades and troubleshooting.
• Assist with facility and gate-related projects as needed.
• Support Maintenance with parts inventory through the Parts Program.
• Serve as the primary interface for executives, providing professional, polished communication and support.
• Coordinate studio visits, including pick-ups, drop-offs, and guest logistics.
• Maintain productive relationships with neighbors, airport officials, and local partners.
• Assist with processing invoices and submit and track ZAP payment requests.
• Handle vendor payment inquiries, new setups, and file updates.
• Take over Crisis Management Site Coordinator duties.
• Maintain and publish department contact list.
• Organize team meetings, off-sites, and department lunches. Prepare and distribute team meeting minutes.
• Coordinate logistics, reservations, materials, and on-site support.

Required Qualifications:

• Skilled in administrative support and coordination.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Independent worker with effective problem-solving skills.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication skills; professional demeanor.
• Ability to maintain strict confidentiality.
• Adept at working independently while supporting a dynamic team environment.
• Must have a valid driver's license.
• 2+ years of previous administrative, coordination, or operations experience in aviation, hospitality, or corporate environments.
• Familiarity with access control systems, visitor management, or safety compliance processes.
• Interest in learning aviation operations, safety procedures, and executive service standards.
• Must be willing to occasionally work a flexible shift based on departures.
• Reliable, punctual attendance is an essential function of the position.

Preferred Qualifications:

• Experience in aviation operations or a related field.
• Strong interpersonal skills and ability to build productive relationships.
• Experience with SAP or similar invoicing systems.

The hiring range for this position in California is $65,300 to $87,500 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.