Job Description

Universal Aviation - Operations Coordinator -

Position Title: Operations Coordinator - Operations & Aircraft Handling

Division: Universal Aviation Northolt

Position Reports to: General Manager

Location: RAF Northolt, Ruislip

Main purpose of job:

To assist and support the operations of Universal Aviation Northolt and maintain highest level of health and safety standards in the workplace.

To assist crew and passengers with customer service airside and landside whilst maintaining the highest levels of customer service standards in the workplace.

To support the Operations Team Leader in the everyday running of a busy business jet environment at the Universal
Aviation Northolt handling facility.

To work as part of a multi-role team delivering a first class, professional aircraft handling service to business aviation customers both on the aircraft ramp and in the FBO.

Principal Duties and Responsibilities:

Offer a smooth transition for crew and passengers when travelling through Universal Aviation handling facility. Provide Front of House service and operational services to crew and passengers. Meet aircrew and passengers upon arrival and on departure and escort through Customs/Immigration and security formalities. Prepare VIP lounges to maintain a high level of appearance and cleanliness Overall administration and operational duties, including housekeeping. Use all company operational software and web-based tools to carry out day to day duties. Order food and refreshments from caterers ensuring those appropriate orders are delivered securely on time with the highest presentation. Complete handling invoices and take payments for services by cash or credit card and provide receipts. Ensure effective communication at all levels both internally and externally agencies on all matters relating to the arrival and departure of corporate aircrafts, crew, passengers, and aircraft service related, such as catering, fuel, hotel accommodation, crew transport, passenger transport, aircraft slots, customs, immigration, special branch, port health etc. Prepare flight packs to include flight plans, weather briefing and NOTAMS. Action aircraft handling requests and deal with any schedule changes. Arrange and coordinate slots and PPR for customers operating to and from MOD airport. Drive company vehicles both airside and landside on various aircraft handling and business-related duties. This requires climbing in and out of high seated minibus type vehicles many times a day Communicate within the team, using radio and verbal communication. Communicate with aircraft via company VHF radio equipment.
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Baggage handling - ensure all baggage is documented in accordance with security procedures, internal procedures and CAA NASP regulations and procedures. Ensure the safe maneuvering of vehicles around aircraft. This is especially related in the event of adverse weather conditions, aerodrome or operational incidents or other disruptions. Escort crew and passengers to/from White Gate Entrance to the terminal building in company vehicles - tasks can vary from day to day. Carry out any additional duties and ad-hoc duties as instructed by Operations Team Leader on shift, or his or her deputy. Record and report to the General Manager or Operations Team Leader incidents relating to safety on the apron, aircraft and/or Universal Aviation equipment. Wear company issued uniform and PPE and always maintain a smart appearance. Support on the ramp load and unload of hold baggage as well as cabin baggage for all business jet aircraft. This will involve twisting, bending, pushing, lifting heavy baggage to/from aircraft, and loading and unloading of baggage above head height, as well as lifting, carrying, and loading baggage into and out of vehicles throughout the day. Endure elements for sustained periods of time whatever the weather (heat & cold) Deliver an efficient and reliable service as requested by flight crew. Delivering baggage/catering/coffee/hot water/ice and newspapers promptly. Undertake regular training courses and refresher training related to job role as directed by the company. Operate ramp equipment such as the belt loader (when properly trained) Providing administrational support to the General Manager. Any other task that is deemed necessary to ensure the smooth running of the office and continuity of service to clients or reasonably requested by the General Manager or the customer. Always representing Universal Aviation and act as its ambassador.

Health and Safety Responsibilities:

To follow the policies and procedures as laid out in the company operations manuals, health and safety manuals and the UK company handbook. Not to undertake any tasks or functions that will compromise Health and Safety and security of self, others, or the organisation and to ensure that any acts that are witnessed that appear to breach security and/or company procedures are challenged immediately. Pay due care and attention to health and safety procedures and recommendations both on and off site to ensure the safety of yourself and others. Ensure any hazards or unsafe acts are reported through the Accident and Safety reporting scheme and to the appropriate managers.

Level of responsibility

The job holder will be working unsupervised from time to time and is responsible for ensuring all tasks are completed and services are confirmed and provided. The job holder is expected to be flexible in fulfilling other tasks with this position. The Universal Aviation team will always be required to maintain high customer service standards in line with the Universal Aviation Company image. Ensure all internal procedures and RAF procedures are adhered too; this includes driving awareness whilst on the apron. Ensure any acts which are believed to breach security procedures are reported through the Security Incident reporting scheme and to the relevant managers.

Knowledge and Skill Requirements

Minimum education through completion of secondary (high school) education. Two years operational, ramp or customer service experience (desirable). Working knowledge of Microsoft Suite and email essential. Ability to manoeuvre around databases and learn new software. Ability to effectively manage, organise and prioritise multiple tasks simultaneously. Strong written, listening, and verbal communication skills. Proactive and creative with ability to work independently and as part of a team is essential. A strong work ethic with the willingness to embrace change with a positive attitude. Ability to read, understand and speak additional languages in addition to English a plus.

Full clean UK manual driving license is a requirement.

Working Conditions

Maximum flexibility work schedule depending on operational requirements. 7 days a week operation (0700 - 21:00) 8 hours shifts Working within a team in a high-profile sector of the aviation industry. Based in the Operations Department at London-Northolt FBO Requires loading and unloading of baggage into and out of vehicles and aircrafts throughout the day. Requires lifting baggage above head height and will involve twisting, bending, pushing, lifting heavy baggage to/from aircraft. Manual Handling Training provided. Requires climbing in and out of high seated minibus type vehicles many times a day.

Disclaimer:

This position description highlights a general description of duties and responsibilities. Employee(s) may be assigned other duties, in addition to or in lieu of those described herein, and any duties are subject to change at any time, according to the needs of the location or Company.

Job Type: Full-time

Pay: 28,000.00-29,000.00 per year

Benefits:

Company pension Employee discount Free parking On-site parking Private medical insurance
Schedule:

Day shift Every weekend Monday to Friday Overtime Weekend availability
Education:

GCSE or equivalent (required)
Experience:

Customer service: 1 year (required) Administrative: 1 year (required)
Language:

English (required)
Licence/Certification:

Driving Licence (required)
Work Location: In person

Application deadline: 23/06/2025
Reference ID: General Aviation Operations - Based at RAF Northolt, Ruislip, HA4 6NG (not Heathrow)