Flight Scheduling Coordinator

Overview

• Schedule and coordinate use of Pepsi Co aircraft and crews to support high-priority travel for Company executives.
• Assist requesters with trip planning to make efficient use of time and resources.
• Flight‑follow aircraft and coordinate changes in the itinerary or passenger manifest with the crew and others, as required.
• Record completed flight activity in the computer scheduling program.
• Provide on‑call scheduling support when assigned to stand‑by duty during non‑business hours, weekends, and holidays.

• Answer the scheduling phone line and respond to requests for use of Pepsi Co aircraft.
• Record and update all available information regarding a trip request in the computer scheduling system.
• Notify the Manager of Flight Scheduling, the Manager of Flight Operations, and the Director of Aviation of all requests for international travel, non‑business (personal) travel, or potential use of charter aircraft.
• Coordinate with the Base Manager of Maintenance to provide an aircraft that is suitable for the intended trip.
• Coordinate with the Manager of Flight Operations to provide crew members for the intended trip.
• If the request conflicts with another request, refer to the Pepsi Co Aircraft Users Prioritization and Authorization Listing to determine which trip can be supported.
• If Aviation resources are not available to support a trip, work with the requester to explore alternative dates and/or times, or determine if charter service is a suitable option. If requested, obtain charter quotes and assist with booking.
• When a trip is confirmed, work with the requester and/or passengers to finalize the itinerary, passenger list, catering and other service requests.
• Ensure that passengers have current passports, visas, and other personal documents required for international travel.
• Arrange landing and departure slots at required airports.
• Time permitting, may arrange hotel reservations, ground transportation, and/or airline reservations for Pepsi Co employees.
• Post the aircraft and crew schedule and update it as soon as changes become known.
• Conduct pre‑departure briefing for crew members and ensure they have a current package of trip documents.
• Conduct flight‑following of Pepsi Co aircraft and inform others of the aircraft position and status.
• Coordinate en‑route changes in the itinerary and passenger manifest. Determine how changes may affect other scheduled events and notify the appropriate managers.
• Track the weather daily as it relates to the flight schedule.
• Formulate contingency plans for mechanical and weather delays.
• Record completed trip information in the computer scheduling system and generate reports for distribution and required files.
• Assist in preparing reports of division use for management summaries and period charge‑backs.
• Provide ongoing liaison with executive assistants regarding daily flight activity, as well as policies and limitations of aircraft and crews that could affect service.

• The expected compensation range for this position is between $66,700 - $103,900.
• Location, confirmed job‑related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process.
• Paid time off subject to eligibility, including paid parental leave, vacation, sick, and bereavement.
• In addition to salary, Pepsi Co offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility:
  Medical, Dental, Vision, Disability, Health, and Dependent Care Reimbursement Accounts, Employee Assistance Program (EAP), Insurance (Accident, Group Legal, Life), Defined Contribution Retirement Plan.

• Two years of aircraft scheduling/dispatch experience.
• Two years experience of direct interaction with travel coordinators – preferably dealing with top‑level executives.
• Two years experience using a computer flight scheduling and records‑keeping system, demonstrating a thorough understanding of its use.
• Experience with international trip planning (desired).
• Demonstrates a comprehensive knowledge of the Pepsi Co Aviation Department Policies and Procedures Manual, CFRs, and other regulations applicable to the aviation environment.
• Proficiency in people skills when interacting with others, both inside and outside the department.
• Ability to communicate well with others—both conversationally, and in writing.