Responsibilities
1. Charter & Reservations Oversight
• Oversee all charter flight enquiries, quotations, and confirmations across the Westair fleet and sub-charters.
• Evaluate client needs and aircraft suitability (e.g. pressurized requests) and provide accurate, timely proposals.
• Ensure confirmed charters are briefed comprehensively to the scheduler and flight support teams.
• Manage end-to-end flight details, including:
o Passenger names and body weights (where required)
o Transfer logistics and catering
o Airline connections
o Cross-border handling and customs arrangements
o Crew accommodation, transfers, and operational allowances
• Review all upcoming charter bookings at least two weeks in advance and follow up daily on provisional and pending bookings.
2. Client Engagement & Service Delivery
• Serve as the senior point of contact for key clients and agents, delivering a high standard of service and communication.
• Provide quick, accurate feedback to clients in the event of delays or changes, ensuring timely updates via email and phone.
• Maintain excellent working relationships with partner lodges, ground handlers, and third-party operators.
3. Operational Coordination & Weekend Oversight
• Act as weekend duty lead on a rotational basis to support flight operations and resolve any issues arising after-hours.
• Ensure all gift packs, travel documents, and info materials are delivered to flight support ahead of guest departures.
• Maintain seamless coordination between departments and ensure all team members are briefed on flights in your absence.
4. System & Process Management
• Maintain and optimise the reservations system (e.g., AeroCRS, Excel manifests, CharterMax) for accurate scheduling and client records.
• Maintain accurate filing and documentation for all bookings and correspondence.
• Drive process improvement across the charter operation to enhance efficiency and client satisfaction.
• Monitor the reservations inbox and assign responsibilities where appropriate across team members.
5. Strategic and Supervisory Responsibilities
• Support commercial leadership with charter trend analysis and identify opportunities for revenue growth.
• Mentor and guide junior reservations/charter coordinators, sharing best practices and supporting their development.
• Act as liaison between the Charter Division and broader Commercial, Operations, and Finance teams.
• Represent the charter division in interdepartmental meetings and external stakeholder engagements as required.
6. Shared Safari Flight Responsibilities (FlyNamibia Safari)
• Oversee reservations inbox for Safari operations.
• Confirm all passenger and flight details in Excel manifest and AeroCRS.
• Ensure complete booking information is received and communicated (e.g., pax names, body weights, transfer and flight details).
• Provide operational support for Safari flights in coordination with the scheduler.
• Ensure appropriate weekend support is maintained for all FNS flights.
• Coordinate phone coverage during lunch breaks and absences to ensure continuous availability.
Required Qualifications & Competencies:
• Minimum 5 years’ experience in charter coordination, reservations, or flight operations, preferably in aviation.
• Strong knowledge of aviation regulations, cross-border permits, and operational logistics in Namibia and SADC.
• Client-facing experience with excellent communication and conflict-resolution skills.
• Highly organized with strong time management and ability to manage multiple priorities under pressure.
• Experience with AeroCRS or similar systems, as well as MS Office Suite (particularly Excel).
• Strong leadership, mentoring, and decision-making abilities.
• Willingness to be available after hours, including weekends, on a rotating basis.
Applications close on 25 April 2025.