Flight Coordinator

$124,015 - $160,490/Yr

Gilead Sciences - Foster City, CA

Full-time - Mid Level

Hybrid - Foster City, CA

Chemical Manufacturing

About the position

Gilead Sciences is seeking a detail-oriented Flight Coordinator to manage complex flight schedules and ensure compliance with international travel regulations. This role requires strong organizational and technical skills, a deep understanding of aviation regulations, and exceptional customer service. The Flight Coordinator will report to the Senior Manager, Scheduling & Dispatch, and will play a critical role in coordinating corporate aircraft usage and maintaining safety standards.

Responsibilities

• Coordinate and schedule corporate aircraft usage based on internal department requests.
• Provide detailed flight itineraries to admins and passengers, and communicate schedule information to crew and maintenance personnel.
• Arrange passenger services as requested and provide creative solutions to meet travel needs while ensuring safety and regulatory compliance.
• Maintain the highest safety standards and ensure compliance with flight requirements and travel arrangements.
• Monitor flight and duty time limitations for flight crews to ensure compliance with Federal Aviation Regulations and Flight Operations Manuals.
• Plan, coordinate, and collaborate with government agencies and local handlers to arrange all travel logistics, including airport selection, fuel, tech stops, ground transportation, handling services, permits, slots, customs clearances, and provide necessary documentation for smooth operations of domestic and international flights.
• Maintain & retain flight logs, crew and passenger records.
• Effectively and accurately communicate all relevant parties of any schedule changes.
• Track flights in progress, identify and address potential issues (delays, mechanical problems, logistical challenges), and ensure that all parties involved receive updates and that support services are arranged and confirmed as scheduled.
• Work off hours and different shifts as needed, including on-call and off-shift coverage.

Requirements

• Minimum of 8 years of flight coordination experience, including at least 5 years of international trip planning.
• FAA Dispatcher's License (preferred).
• Detail-oriented multitasker with strong communication & organizational skills.
• Expert in aviation regulations, dispatch, and international trip planning.
• Maintain strict confidentiality and be highly organized for effective teamwork.

Benefits

• Health insurance
• Dental insurance
• Paid time off
• Vision insurance
• Life insurance