Hire Up Talent Services



  • Serve as the primary point of contact for all crew members.
  • Communicate & advise appropriate teams and crew members of changes to flight schedule, potential/actual delays and conditions affecting flight safety.
  • Track and review crew duty times ensuring Federal Regulations are always obeyed.
  • Process all personnel through TFFSP (TSA) to ensure requirements are met.
  • Ensure all ground handling, deicing, fuel, landing/departure slots, and landing/overfly permits are in order before releasing a flight.
  • When inclement weather occurs ensure hangar availability & de-icing capabilities are available.
  • Complying with Federal Aviation regulations when preparing crew pairings, weather alternatives and NOTAMS.
  • File flight plans within federal aviation regulations.
  • Communicate with various FBO’s to ensure late and early arrivals will be accommodated; Obtaining PPR’s when appropriate or as needed.
  • Review, prepare and submit post flight expense reports.
  • Coordinate the appropriate FBO(s), fuel/stops & flight planning when dealing with weather delays and re-routes.
  • Track all aircraft in use or on standby & communicate as needed when potential issues arise.
  • Ensure compliance is met with all company policies and procedures, safety standards as well the Federal Aviation Administration.


  • Schedules aircraft and records flight times, maintains aircraft schedule changes as well as other administrative duties.
  • Fulfill incoming flight request calls. (Aircraft selection, crew request, etc.)
  • Obtain required PPR’s and/or slots, check NOTAM’s, check weather at departure and arrival airports and proactively plan.
  • Identify, anticipate, and take corrective action to minimize actual/potential delays due to scheduling operations, crew legality, and maintenance issues.
  • Coordinate and communicate with other departments on crew events such as training, call outs, pto, maintenance, cleaning, scheduling extra days, etc.
  • Assist dispatch with flight cancellations or reroutes as needed.
  • Complying with all Federal Aviation regulations for crew pairings, weather alternates, NOTAMS (closures of airports or airspace due to natural emergencies, presidential movements
  • Obtain required PPR’s and/or slots, check NOTAM’s, check weather at departure and arrival airports and proactively plan.
  • Monitor the status of all planned flights and flights in progress from the point of origin to the final destination. (Flight following)
  • Advise appropriate personnel of potential/actual delays and conditions affecting safety of flight.
  • Review, prepare and submit post flight expense reports.

Aircraft Sourcing

  • If needed to supplement TransMedics fleet, source aircraft that fit TransMedics business requirements
  • Ensure optimal pricing and specifications are met when sourcing.
  • Comply with all legal, safety and Trans Medics policies and procedures.
  • Collaborate with internal teams to ensure transactions are seamless.
  • Submit signed quotes and W9’s to accounting for operator payments.
  • Present tailored solutions based on each mission’s needs which include but not limited to budget, range, aircraft size, and amenities.
  • Attend industry events to maintain and expand network connections while enhancing knowledge.
  • Manage and update private aircraft database on a regular basis.
  • Ensure required documentation for approved vendors is updated and filed correctly.
  • Performs other TransMedics tasks and duties as required


  • Bachelor’s degree plus 8+ years’ experience in aviation logistics, crew management or customer service
  • Experience in sourcing and brokering aircraft and an established network within the aviation industry is a plus
  • Knowledge of Federal Aviation Regulations regarding Part 91/35 operations
  • Valid Dispatch Certification preferred
  • Flexibility to work 12-hour shifts and a non-standard rotating schedule including nights, weekends and holidays
  • Must be very tech savvy, able to learn new technology, systems, apps and processes quickly and train others
  • Strong interpersonal skills with ability to establish and maintain relationships with operators, vendors, and internal teams
  • Strong negotiation skills
  • Excellent oral & written communication skills
  • Resolution oriented with strong analytical skills and close attention to detail
  • Ability to multi-task and hold composure in complex and high-pressure situations.
  • Exceptional ability to work in a fast-paced environment and perform multiple tasks


  • Bachelor’s degree in business administration or aviation administration preferred, or equivalent combination of education and experience.