Office Manager/Dispatcher

About the Role AFI is looking for an organized, dependable, and service-focused Office Manager / Dispatcher to keep our flight school running smoothly. This person will be a central point of contact for students, instructors, maintenance, and leadership, helping coordinate the daily schedule and creating a welcoming, professional experience for everyone who walks through our doors. This is a hands-on role for someone who enjoys working with people, managing details, and adapting when plans change. You’ll help keep aircraft and instructors scheduled efficiently, students informed, and the office organized. Key Responsibilities Daily Scheduling & Dispatch Manage daily aircraft and instructor schedules in Flight Schedule Pro. Coordinate student check-in, aircraft assignments, and flight check-out and return procedures. Monitor the schedule throughout the day and communicate delays, cancellations, aircraft changes, and instructor availability. Work with instructors to keep lessons on schedule and make effective use of available flight blocks. Coordinate schedule changes related to weather, maintenance, and aircraft availability. Confirm required dispatch information is complete and flag missing documentation or scheduling restrictions to the appropriate team member. Maintain awareness of aircraft status and upcoming inspections, working closely with maintenance and flight leadership to keep unavailable aircraft off the schedule. Support established dispatch procedures, with flight safety and airworthiness decisions remaining with the responsible pilots and authorized personnel. Student & Customer Service Serve as a welcoming first point of contact for students, prospective students, and visitors. Answer phone calls, emails, and general questions promptly and professionally. Help students schedule lessons, understand school procedures, and connect with the right instructor or team member. Coordinate discovery flights and support enrollment and new-student onboarding. Follow up on scheduling issues, missed appointments, and student concerns. Keep students informed when changes affect their training. Office Administration & Billing Oversee daily office operations and maintain a clean, organized, and professional environment. Review flight and lesson entries for completeness and coordinate corrections with instructors. Process payments, assist with account questions, and follow up on outstanding balances in accordance with school policies. Maintain accurate student records, administrative files, and internal communications. Monitor office supplies and coordinate purchasing and facility needs. Support leadership with reporting, meeting coordination, and administrative projects. Identify opportunities to improve office procedures and the student experience. Team Coordination Keep instructors, maintenance, enrollment, and leadership informed of operational changes. Escalate scheduling conflicts, customer concerns, and operational issues promptly. Help coordinate checkrides, instructor meetings, and school events. Apply school policies consistently and professionally. Qualifications Experience in office administration, scheduling, customer service, hospitality, or operations. Strong organizational skills and attention to detail. Ability to manage competing priorities and remain calm when schedules change. Clear, professional verbal and written communication. Comfortable using scheduling software, spreadsheets, email, and payment systems. Ability to work independently, follow through on commitments, and handle confidential information appropriately. A dependable, team-oriented approach and a willingness to take ownership of daily responsibilities. Preferred Experience Experience in a flight school, FBO, or other aviation environment. Familiarity with Flight Schedule Pro. Experience with billing, account management, or student services. An interest in aviation and supporting students as they work toward their goals. A pilot certificat…

View the full posting and apply