Transportation Operations Manager; Air Department

Overview

Job Title: Transportation Operations Manager (Air Department)

Location: Remote (9 months) + On-Site (3 months annually)

Type: Full-Time

Start Date: October

KSA Events is a premier provider of student-athlete travel experiences, specializing in organizing competitive athletic events, tournaments, and training opportunities for high school teams from across the country. For over 30 years, KSA has partnered with athletic directors, coaches, and schools to design trips that combine elite-level competition, team bonding, and unforgettable travel experiences.

While our flagship events take place in Florida, KSA also proudly hosts competitions in Florida, Hawaii, New York, Denver, Southern California, Boston, Washington D.C., and other major cities. These destinations give student-athletes the opportunity to challenge themselves against national competition while creating lasting memories with their teammates.

Beyond the competition, we focus on providing seamless, full-service experiences — from scheduling and logistics to accommodations, training, and on-site support — so that coaches and players can focus on what matters most: the game.

At KSA, we believe sports have the power to inspire growth, build character, and strengthen communities, and our mission is to deliver experiences that do exactly that.

The Air Travel Coordinator is responsible for managing all aspects of group air travel for KSA Events’ clients. This role requires a strong focus on scheduling, logistics, and financial accuracy, as well as clear communication with both clients and airlines. The Coordinator will monitor airline schedules and pricing, secure flights, reconcile payments, and ensure accurate manifests and ticketing for every group.

In addition to desk-based scheduling and reconciliation, the Air Travel Coordinator serves as a client advocate during irregular operations, such as flight delays, cancellations, or luggage issues, ensuring that travelers are supported and informed. The position also includes training Account Managers on airline processes and maintaining quality control across manifests, inventories, and ticketing.

This role is ideal for someone with excellent organizational skills, strong attention to detail, and the ability to balance multiple moving parts across seasons. The Air Travel Coordinator plays a critical part in KSA’s mission to deliver seamless, stress-free travel experiences by ensuring that every team arrives on time, fully prepared, and with confidence in their travel arrangements.

• Monitor airline carrier schedule opening dates and current pricing for scheduled flights.
• Acquire group flight schedules for all three seasons (spring, fall, winter) and keep an active pipeline.
• Document acquired schedules with airline accounting details and payment due dates.
• Propose/sell airline schedules to clients while staying conscious of the estimated air rate.
• Adjust proposed flight schedules based on client feedback and current pricing/availability.
• Ensure final flight details are communicated to clients and reflected on invoices.
• Submit deposits and final payments on time; track and reconcile incoming funds.
• Regularly monitor bank statements for airline transactions and reconcile all airline charges and reimbursements.
• Review outstanding client balances prior to releasing schedules or submitting final payment to the airline.
• Submit final payment to the airline once balances are cleared.
• Train Account Managers on completing airline manifests and monitoring airline inventory.
• Provide timely, accurate manifest due dates to Account Managers.
• Compare completed manifests against the airline dashboard to verify accuracy.
• Organize ticket information received from the airline into a clear, client-friendly deliverable.
• Send ticket sheets to clients once their accounts show no outstanding balance.
• Process incoming name changes from clients or Account Managers and resend ticket information after updates.
• Create check-in sheets for each group and individual reservation.
• Check in groups and send confirmation emails to clients 24 hours prior to both arrival and departure.
• Facilitate calls between…