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Job Type
Full-time
Description
Ventura Air Services is hiring an Administrative Coordinator to keep our virtual office running smoothly. We’re a charter aviation operation with people working across locations, aircraft, and shifts — which means our “office” lives in the software we use, the accounts we manage, and the systems that pass information between scheduling, maintenance, and operations. We need someone who owns that environment day-to-day.
This is an administrative role with a strong technology bent. You’ll spend your time configuring software, managing accounts and access, troubleshooting issues, and making sure our digital workflows actually work. You don’t need to be an IT professional — but you do need to be the person who genuinely enjoys making technology work well for other people, and who has the administrative discipline to document, follow through, and keep things organized.
What You’ll Do
Run the virtual office
Manage user accounts, permissions, and access across our software platforms — scheduling, maintenance tracking, communication, document management, and HR systems. Onboard new employees into every system they need from day one and offboard cleanly when people leave. Maintain our shared drives, naming conventions, and digital filing so the team can find what they need. Keep our software subscriptions, licenses, and hardware inventory current and accounted for.
Make the technology work
Set up laptops, phones, printers, and peripherals for the team. Troubleshoot the day-to-day — connectivity, email sync, software access, login problems, integration hiccups — and escalate to our outside IT partners when something is beyond scope. Understand how our systems pass information to each other and notice when something breaks in the handoff. Configure new tools as we adopt them, and document how things work so we’re not dependent on tribal knowledge.
Support the team
Be the first call when someone’s tech isn’t working, when a new hire needs to be set up, when a vendor needs a point of contact, or when a system isn’t behaving. Handle the administrative coordination that keeps a distributed team aligned — meeting logistics, document workflows, recordkeeping, and the operational details that don’t have an obvious owner.
Requirements
What We’re Looking For
Genuinely tech-savvy.
You can install software, navigate admin settings, configure user accounts, troubleshoot Wi-Fi and email issues, and learn a new platform by reading the documentation. You’re comfortable in admin consoles, you understand the basics of how cloud software and integrations work, and you don’t get rattled when something doesn’t behave as expected.
Administratively excellent.
You’re organized, you follow through, you document what you do, and you treat other people’s time and information with care. You catch small errors before they become big ones.
A strong communicator.
You can explain a technology issue to a non-technical pilot, write a clear instruction, and ask the right questions when scoping a problem.
Experience.
3+ years in a role that combined administrative responsibility with hands-on technology work — office manager who owned the tech, operations coordinator at a software-heavy company, executive assistant who ran the systems, IT support with strong administrative chops, or similar. Aviation experience is a plus but not required.
What This Role Is Not
This is not an IT systems administrator role.
We are not asking you to manage servers, write code, or own our network architecture — we have outside IT support for the heavy lifting. We need someone who owns the day-to-day technology environment and brings administrative excellence to the rest of the work.
Ventura Air Services is an equal opportunity employer.
Salary Description
$70,000-90,000 annually