Sales Coordinator

Comlux Aviation is a leading name in Business Aviation and forms part of a select group of companies which includes Comlux Transaction and Comlux Kazakhstan. Headquartered in Switzerland with a truly global footprint, Comlux delivers Swiss-made excellence in private aviation, defined by precision, discretion, and uncompromising standards.

At Comlux, we elevate private air travel into a bespoke experience, delivering aircraft operations and management services tailored exclusively to VIP clients worldwide. Every journey is shaped by personalised attention, deep expertise, and an unwavering commitment to safety, quality, and excellence.

We are proud of the values that define our culture and guide the way we work—quietly shaping decisions, strengthening relationships, and driving our pursuit of excellence every day. Learn more about our values on our website and explore our LinkedIn page to see how they come to life through our people and achievements.

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The Charter Sales Coordinator plays a key role in supporting the day-to-day activities of the Comlux Charter Sales Department, ensuring the efficient handling of charter inquiries, preparation of quotations, coordination of flight requirements, and delivery of exceptional service to clients.

The role requires a highly organized, commercially minded, and service-oriented individual who can operate effectively in a fast-paced, international private aviation environment. Working closely with the Charter Sales Team, Operations Control Centre (OCC), Customer Success, and Finance, the Charter Sales Coordinator supports the entire charter sales process, from the initial inquiry through flight confirmation, execution, and post-flight administration.

Role Expectations

The Charter Sales Coordinator is expected to provide reliable administrative, commercial, and operational coordination support, allowing the Charter Sales Team to focus on revenue generation, business development, and strengthening client relationships.

The successful candidate will demonstrate initiative, ownership, professionalism, and a strong commitment to the service standards associated with the Comlux brand.

Charter Inquiries & Quotation Management

• Receive, review, and process charter inquiries from brokers, direct clients, and online platforms, including Avinode.
• Assist in identifying suitable aircraft based on client requirements, aircraft availability, passenger capacity, routing, and operational considerations.
• Prepare accurate and competitive charter quotations using the company's pricing tools and established commercial guidelines. For certain clients look for sub charter solutions where applicable.
• Coordinate with OCC to verify aircraft availability, flight routing, block times, and operational feasibility.
• Ensure timely responses to charter requests and follow up on outstanding quotations.
• Maintain accurate records of quotations, confirmed flights, and declined opportunities.

Charter Sales Coordination & Flight Confirmation

• Support the Charter Sales Team throughout the charter booking and confirmation process.
• Coordinate the preparation and issuance of charter offers, contracts, and related documentation.
• Assist with obtaining internal approvals and aircraft owner approvals where applicable.
• Ensure confirmed charter details are accurately recorded and updated in FL3XX and Saleforce.
• Coordinate with OCC, Customer Success, and Finance to facilitate the smooth handover of confirmed charter flights.
• Monitor upcoming charter movements and communicate relevant changes to internal stakeholders.
• Follow up on signed agreements, invoices, and payment status in coordination with Finance.

Client & Broker Relationship Management

• Act as a professional point of contact for charter brokers and clients, providing prompt and accurate responses to inquiries.
• Maintain strong working relationships with existing brokers and support the development of new business relationships.
• Assist the Charter Sales Team with client follow-ups, aircraft presentations, and commercial proposals.
• Ensure a consistently high standard of communication and service aligned with Comlux's luxury aviation positioning.
• Support the handling of client requests, itinerary changes, and special requirements in coordination with relevant departments.

Sales Administration & Reporting

• Maintain accurate and up-to-date charter sales records in FL3XX, Salesforce, and other internal systems.
• Prepare and update charter sales reports, including revenue, flight hours, aircraft utilization, and sales performance.
• Assist with tracking sales targets, confirmed bookings, outstanding quotations, and future charter opportunities.
• Support the preparation of weekly and monthly charter sales presentations and management reports.
• Maintain organized records of charter agreements, invoices, client correspondence, and operational documentation.
• Assist with post-flight reconciliation and ensure charter revenue records are accurately maintained

Sales & Marketing Support

• Support the Charter Sales Team in promoting the Comlux charter fleet to existing and prospective clients.
• Assist in maintaining aircraft listings and commercial information on charter platforms such as Avinode.
• Coordinate with the Marketing Team on charter-related campaigns, aircraft announcements, and promotional materials.
• Support broker engagement initiatives, including client meetings, aircraft viewings, networking events, and familiarization visits.
• Assist in maintaining and updating broker databases, contact lists, and client relationship records.
• Monitor charter market activity and support the identification of potential sales opportunities.

Internal Coordination & Communication

• Work closely with OCC to ensure accurate communication of aircraft availability and operational requirements.
• Coordinate with Customer Success to ensure a seamless transition from sales confirmation to flight delivery.
• Liaise with Finance regarding charter invoicing, payment follow-ups, and outstanding balances.
• Maintain clear communication with all internal stakeholders regarding confirmed bookings, schedule changes, and client requirements.
• Support continuous improvement of charter sales procedures, reporting processes, and administrative efficiency.

• Bachelor's degree in Aviation Management, Business Administration, Hospitality, Tourism, or a related field is preferred.
• Previous experience in private aviation, charter sales, aviation operations, luxury travel, or a customer-facing coordination role is advantageous.
• Familiarity with private aviation charter processes and aircraft types is desirable.
• Experience with FL3XX, Avinode, Salesforce, or similar aviation and CRM platforms is an advantage.
• Strong proficiency in Microsoft Office, particularly Excel, Outlook, PowerPoint, and Word.
• Excellent written and verbal communication skills in English; additional languages are an advantage.
• Strong organizational skills: Ability to manage multiple charter inquiries, administrative tasks, and competing priorities.
• Attention to detail: High level of accuracy in quotations, flight details, contracts, and reporting.
• Customer service excellence: Professional, discreet, and responsive approach to VIP clients and international charter brokers.
• Commercial awareness: Understanding of sales priorities, client expectations, and the importance of timely follow-up.
• Teamwork: Ability to collaborate effectively with Sales, OCC, Customer Success, and Finance.
• Problem-solving: Proactive approach to resolving coordination challenges and responding to changing requirements.
• Flexibility: Ability to work in a dynamic, international aviation environment where requirements may change at short notice.
• Confidentiality: Strong commitment to discretion when handling sensitive client, aircraft owner, and commercial information.