Client Services Coodinator

Job Summary:

Personal. Private. Authentic. From takeoff to touch down, Northern Jet offers a bespoke private air travel experience for the most discerning clients. Northern Jet’s elevated experience provides clients with unrivaled comfort, speed, and dependability. Northern Jet is proud to own an unmatched fleet of impeccable aircraft. 

The Client Services Coordinator serves as the primary liaison for retail clients post-sale, ensuring a seamless, high-touch experience from trip booking through post-flight follow-up. This role directly supports the VP of Sales by owning client communication, trip coordination, and service execution, allowing sales leadership to remain focused on revenue generation.
 
This individual is responsible for delivering a white-glove client experience, coordinating all trip details, and acting as the central communication hub between clients, internal teams, and third-party operators.

Success in this role is measured by client satisfaction, operational accuracy, responsiveness, and the seamless execution of trips.

This is a full-time, on-site position based in Orlando, Florida or Grand Rapids, Michigan.

Schedule: Nights and weekends 

Key Responsibilities:

Client Experience & Communication 

• Serve as the primary point of contact for all retail clients once a trip is booked
• Deliver prompt, polished, and proactive communication throughout the lifecycle of each trip
• Ensure clients are informed of all itinerary updates, changes, or disruptions
• Follow up with clients post-trip to gather feedback and reinforce relationships

Trip Coordination & Execution

• Assist in creating and processing trip bookings
• Gather and confirm all required passenger details, including:
• Passenger manifests
• Catering preferences
• Ground transportation (rental vehicles, chauffeur services)
• Special accommodations
• Ensure preliminary itineraries are distributed immediately upon booking
• Ensure final itineraries are sent no later than 24 hours prior to departure

Operational Coordination

• Partner closely with: 
  • Trip Support
  • Flight Crew
  • Scheduling and Operations Teams to ensure seamless execution of all on-fleet retail trips
• Coordinate with off-fleet operators, ensuring: 
  • All manifest and schedule changes are confirmed prior to client communication
  • Accurate and timely updates across all parties

Financial Coordination

• Track and ensure client payments are received by required deadlines
• Coordinate with Accounting to: 
  • Reconcile trip-related expenses (catering, hotels, ground transport)
  • Ensure timely billing and collection
• For off-fleet trips, ensure operator payments are processed within required timelines

Issue Resolution & Service Recovery

• Proactively communicate delays, disruptions, or changes to clients
• Provide solutions and maintain a calm, professional demeanor under pressure
• Ensure all service issues are resolved with a client-first mindset

Performs other related duties as assigned.

Required Skills/Abilities: 

• Exceptional communication skills—polished, professional, and client-facing
• Strong attention to detail with the ability to manage multiple moving pieces
• High sense of urgency and responsiveness
• Ability to remain composed in high-pressure or time-sensitive situations
• Strong organizational and coordination skills
• Service-oriented mindset with a passion for delivering luxury experiences
• Ability to work cross-functionally with internal teams and external partners
   

Preferred Qualifications

• 2–5 years of experience in: 
  • Private aviation
  • Luxury hospitality
  • Concierge services
  • Client relations or account management
• Experience coordinating travel or logistics preferred
• Familiarity with private aviation operations (Part 135/91) is a plus

Physical Requirements: 

• Primarily office-based, on-site in Orlando, FL
• May require occasional after-hours responsiveness for client needs or trip changes
• Ability to manage multiple priorities in a fast-paced environment

Why Northern Jet?

At Northern Jet, we don’t just provide private aviation—we deliver an elevated, highly personalized experience built on precision, trust, and attention to detail.

As a growing Part 135 operator, Northern Jet offers a unique opportunity to be part of a close-knit, high-performing team where your work directly impacts both the client experience and the company’s continued growth. Every trip we coordinate is an opportunity to exceed expectations and create lasting relationships with our clients.

What sets Northern Jet apart:

• White-Glove Service Standard
   We pride ourselves on delivering a concierge-level experience where every detail matters—from first contact to final follow-up. 
• Direct Impact & Visibility
   You will work closely with executive leadership, including the VP of Sales, and play a key role in shaping the client journey. 
• Growth & Opportunity
   As we continue to expand our fleet and client base, there are opportunities to grow within sales, operations, or client experience leadership. 
• Collaborative, Agile Environment
   Our team operates with a “roll up your sleeves” mindset—adaptable, solutions-driven, and committed to getting the job done right. 
• Aviation Meets Luxury Hospitality
   This role sits at the intersection of aviation and high-end service, offering a dynamic and rewarding career path for individuals who thrive in both environments.

 Your Career. Your Benefits. Your Northern Jet Advantage.
 At Northern Jet, we’re committed to taking care of the people who keep us flying. We offer a wide range of valuable benefits—many provided at no cost—to support your health, financial stability, and overall quality of life. Our benefits are designed to help you thrive both professionally and personally, so you can focus on delivering excellence in the skies and enjoying life on the ground. Our comprehensive benefits include:

• 80% Company-Paid Premiums for Medical, Dental, and Vision coverage with access to nationwide provider networks
• Flexible Spending Accounts (FSA) for healthcare and dependent care
• Health Savings Account (HSA) option with tax-advantaged savings
• Wellness Programs & Discounts including LifeMart and exclusive ID90 Travel deals
• Paid Time Off – Starting at 2 weeks PTO plus 1 week of paid sick time annually
• Life and Accidental Death & Dismemberment Insurance (company-paid)
• Voluntary Benefits including accident, critical illness, and hospital indemnity plans
• 401(k) plan with a 3% company match
• Short- and Long-Term Disability (company-paid)
• Additional Lifestyle Perks and travel discounts designed for the aviation industry

As part of our commitment to safety and security, all candidates are required to complete pre-employment drug screening and background checks. Northern Jet also participates in the E-Verify program to confirm employment eligibility for all new hires.