Qualifications

Required Qualifications 

• High school diploma or equivalent. 

• FAA Dispatch License or Pilot License.

• At least three years of experience in aviation dispatch, flight coordination, operations control, or a related flight-operations role. 

• Working knowledge of FAA regulations, General Operations Manuals, Operations Specifications, and crew duty and rest requirements. 

• Experience with flight following, trip release, crew coordination, aircraft scheduling, and operational disruption management. 

• Ability to interpret METARs, TAFs, NOTAMs, TFRs, and other aviation weather and airport information. 

• Familiarity with aircraft weight and balance, Minimum Equipment Lists, aircraft inspection requirements, and maintenance limitations. 

• Experience coordinating domestic and international flight operations, including customs, handling, permits, and passenger or crew documentation. 

• Strong decision-making, problem-solving, communication, and time-management skills. 

• Proficiency with Microsoft Office, Airtable, and flight scheduling or flight-following systems. 

• Ability to work evenings, overnight shifts, weekends, holidays, and changing schedules based on operational needs. 

• This position is classified as a Safety-Sensitive role under Federal Aviation Administration (FAA) regulations and is subject to pre-employment and random drug and alcohol testing in accordance with FAA guidelines 

• Must be legally authorized to work in the United States without employer sponsorship. 

• Candidates must successfully complete a comprehensive background check prior to employment. This includes verification of previous employment, education, criminal history, and any other relevant information necessary to determine the suitability for the position.   

The Dispatch Lead provides day-to-day operational leadership for the Dispatch Day-of and Dispatch Planning teams. This position ensures that dispatch activities comply with the [redacted] General Operations Manual, Operations Specifications, company policies and procedures, departmental guidelines, and applicable Federal Aviation Regulations.

The Dispatch Lead serves as an escalation point for operational issues and works closely with Fleet Management, Sales, Maintenance Control, Client Services, Crew Travel, and other operational teams. The role is responsible for reviewing and releasing trips after confirming that each trip is legal, operationally feasible, properly coordinated, and ready for execution.

Key Responsibilities

Team Leadership and Operational Oversight

• Provide day-to-day guidance and operational support to Flight Coordinators and Dispatchers.

• Assign, prioritize, and monitor tasks delegated by Duty Managers and Schedulers.

• Serve as the primary escalation point for the Dispatch Day-of and Dispatch Planning teams.

• Ensure team members follow established procedures for safety reviews, crew legality, maintenance verification, flight following, international planning, and trip release.

• Address performance or process concerns promptly and escalate matters to department management when appropriate.

• Continue performing the responsibilities of a Flight Coordinator and Dispatcher as operational needs require.

Trip Review and Release

• Review and release trips after confirming legality, operational feasibility, payment status, and client confirmation.

• Verify that trip details accurately reflect service notes, passenger information, crew assignments, regulatory status, fuel requirements, and customs or handling arrangements.

• Confirm aircraft weight-and-balance requirements are met before trip release.

• Ensure all operational concerns are communicated to the appropriate departments before a trip is released.

Crew Coordination and Support

• Ensure crewmembers are accurately briefed or re-briefed regarding all duties assigned by the [redacted] Scheduling Department.

• Verify that assigned crewmembers possess the required qualifications and receive the appropriate rest in accordance with applicable regulations and company policies.

• Support crewmembers during operational disruptions and coordinate necessary flight or schedule adjustments.

• Assist with airline travel and rental-car arrangements and accurately record crew movements in the scheduling system.

• Apply Crew Resource Management principles when making decisions affecting crewmembers, clients, and aircraft.

Flight Following and Schedule Management

• Provide accurate and timely flight following for the [redacted] fleet and third-party suppliers providing lift.

• Communicate flight status and operational changes to Client Services, Scheduling, Maintenance Control, Crew Travel, and other affected departments.

• Maintain the tactical operations board and ensure updates are completed promptly and accurately.

• Monitor potential schedule disruptions and coordinate solutions with Fleet Managers, Sales, Duty Managers, and other operational stakeholders.

• Review flight logs for accuracy and ensure Dispatchers correct identified discrepancies.

Safety, Weather, and Airport Review

• Conduct comprehensive safety reviews for departure, destination, alternate, and enroute conditions.

• Proactively monitor weather, air traffic control conditions, and other factors that could affect the schedule.

• Obtain, track, and communicate operational restrictions, including:

  • Notices to Air Missions (NOTAMs)

  • Airport Reservation Office requirements

  • Temporary Flight Restrictions

  • Noise restrictions

  • FBO operating hours

  • Airport capabilities and limitations

  • Potential alternate-airport requirements

• Interpret aviation weather and operational information, including METARs, TAFs, NOTAMs, and TFRs.

Crew and Maintenance Review

• Confirm crew qualifications, duty limits, rest requirements, and overall assignment legality.

• Verify that required aircraft inspections are current.

• Confirm that aircraft hours, landings, and Minimum Equipment List items remain within operational limits for scheduled flights.

• Coordinate with Maintenance Control regarding scheduled maintenance events, aircraft limitations, and potential maintenance-related delays.

International Trip Planning and Customs

• Coordinate upcoming international flights with the Operations Planning team.

• Verify that all required Customs and Border Protection communications have been completed.

• Confirm that crew and passenger information is accurate and properly filed.

• Coordinate customs, permits, ground handling, and other international requirements for each destination.

• Ensure international trip information is documented and communicated to all affected departments.

Operational Efficiency

• Arrange quick turns when required to support the schedule.

• Evaluate fuel-stop options based on operational suitability, efficiency, and cost.

• Identify potential alternate airports and contingency plans before operational disruptions occur.

• Balance the needs of crewmembers, clients, aircraft, and the overall operation when making decisions.

Training and Process Development

• Partner with department management to develop and implement a comprehensive training curriculum for new and existing Dispatch employees.

• Create and maintain department training manuals, standard operating procedures, and supporting materials.

• Establish training standards and best practices covering:

  • Aviation fundamentals

  • Fleet knowledge

  • Scheduling systems and processes

  • Basic flight operations

  • International operations

  • Crew Resource Management and pilot support

  • Crew travel coordination

  • Professional telephone and email communication

  • Emotional intelligence and effective communication

  • Creative problem-solving

  • Time management and prioritization

  • Cross-department communication

• Become proficient in new software platforms and support departmental implementation.

• Serve as a subject-matter expert and resource for Dispatch systems, processes, and procedures.

Cross-Department Communication

• Maintain clear and timely communication with Dispatch Day-of, Dispatch Planning, Maintenance Control, Client Services, Crew Travel, Fleet Management, Sales, and other operational teams.

• Communicate planned or potential delays and provide updates as conditions change.

• Coordinate crew swaps, scheduled maintenance events, trip modifications, and operational recovery plans.

• Ensure material information is accurately documented and communicated during shift transitions.

Skills and Abilities

• Strong leadership skills with the ability to provide direction, accountability, and constructive feedback.

• Self-motivated and able to work independently with minimal supervision.

• Excellent verbal and written communication skills.

• Strong attention to detail and commitment to accuracy.

• Effective time-management, organization, and prioritization skills.

• Ability to remain calm, professional, and solution-focused in a fast-paced environment.

• Willingness to initiate and participate in difficult or sensitive conversations when necessary.

• Ability to adapt quickly to changing schedules, priorities, and operational conditions.

• Working knowledge of applicable FAA regulations, the company General Operations Manual, and Operations Specifications.

• Ability to interpret METARs, TAFs, NOTAMs, TFRs, and other aviation weather or operational information.

• Sound operational judgment with the ability to consider the impact of decisions on crewmembers, clients, aircraft, and the overall schedule.

• Commitment to safety, service, accountability, and operational excellence.

Technology Competencies

• Microsoft Office Suite

• Airtable

• Flight scheduling, flight-following, and operational communication systems

• Ability to learn and support the implementation of new software platforms

Supervisory Responsibilities

• This position provides day-to-day operational oversight and task direction to Flight Coordinators and Dispatchers. The Dispatch Lead monitors work quality, supports employee development, reinforces departmental procedures, and escalates performance or personnel concerns to department management.

Schedule Requirements

• Ability to work evenings, overnight shifts, weekends, and holidays.

• Schedule assignments may change based on operational needs.