Job Description

Job Title: Transportation Operations Manager (Air Department)

Location: Remote (9 months) + On-Site (3 months annually)

Type: Full-Time

Start Date: October

About KSA Events

KSA Events is a premier provider of student-athlete travel experiences, specializing in organizing competitive athletic events, tournaments, and training opportunities for high school teams from across the country. For over 30 years, KSA has partnered with athletic directors, coaches, and schools to design trips that combine elite-level competition, team bonding, and unforgettable travel experiences.

While our flagship events take place in Florida, KSA also proudly hosts competitions in Florida, Hawaii, New York, Denver, Southern California, Boston, Washington D.C., and other major cities. These destinations give student-athletes the opportunity to challenge themselves against national competition while creating lasting memories with their teammates.

Beyond the competition, we focus on providing seamless, full-service experiences — from scheduling and logistics to accommodations, training, and on-site support — so that coaches and players can focus on what matters most: the game.

At KSA, we believe sports have the power to inspire growth, build character, and strengthen communities, and our mission is to deliver experiences that do exactly that.

Position Overview

The Air Travel Coordinator is responsible for managing all aspects of group air travel for KSA Events’ clients. This role requires a strong focus on scheduling, logistics, and financial accuracy , as well as clear communication with both clients and airlines. The Coordinator will monitor airline schedules and pricing, secure flights, reconcile payments, and ensure accurate manifests and ticketing for every group.

In addition to desk-based scheduling and reconciliation, the Air Travel Coordinator serves as a client advocate during irregular operations, such as flight delays, cancellations, or luggage issues, ensuring that travelers are supported and informed. The position also includes training Account Managers on airline processes and maintaining quality control across manifests, inventories, and ticketing.

This role is ideal for someone with excellent organizational skills, strong attention to detail, and the ability to balance multiple moving parts across seasons. The Air Travel Coordinator plays a critical part in KSA’s mission to deliver seamless, stress-free travel experiences by ensuring that every team arrives on time, fully prepared, and with confidence in their travel arrangements.

Our event seasons occur during three main timeframes each year:

• Spring: March – April
• Fall: Late August – Early September
• Winter: December – Early January

During these seasons, you’ll be onsite supporting events. In the preparation months leading up to events , you will have occasional flex hours and evening commitments , including Zoom kickoff calls with clients. While these may take place outside of a standard 9–5, the time counts toward your normal workday. Importantly, you will never be required to work more than 8 hours in a day outside of live event weeks.

Air Travel Responsibilities & DutiesAirline Monitoring & Pricing

• Monitor airline carrier schedule opening dates and current pricing for scheduled flights.
• Acquire group flight schedules for all three seasons (spring, fall, winter) and keep an active pipeline.
• Document acquired schedules with airline accounting details and payment due dates.

Client Scheduling, Sales & Adjustments

• Propose/sell airline schedules to clients while staying conscious of the estimated air rate.
• Adjust proposed flight schedules based on client feedback and current pricing/availability.
• Ensure final flight details are communicated to clients and reflected on invoices.

Payments, Reconciliation & Reporting

• Submit deposits and final payments on time; track and reconcile incoming funds.
• Regularly monitor bank statements for airline transactions and reconcile all airline charges and reimbursements.
• Review outstanding client balances prior to releasing schedules or submitting final payment to the airline.
• Submit final payment to the airline once balances are cleared.

Manifests, Inventory & Quality Control

• Train Account Managers on completing airline manifests and monitoring airline inventory.
• Provide timely, accurate manifest due dates to Account Managers.
• Compare completed manifests against the airline dashboard to verify accuracy.

Ticketing, Documentation & Check-In

• Organize ticket information received from the airline into a clear, client-friendly deliverable.
• Send ticket sheets to clients once their accounts show no outstanding balance.
• Process incoming name changes from clients or Account Managers and resend ticket information after updates.
• Create check-in sheets for each group and individual reservation.
• Check in groups and send confirmation emails to clients 24 hours prior to both arrival and departure.

Airline Disruptions & Client Care

• Facilitate calls between clients and the airline in the event of delays, cancellations, or name issues at the airport.
• Assist communication between client and passengers regarding lost or damaged luggage.
• Advocate for clients when delays/cancellations occur, including securing vouchers when applicable.
• Compile and send client emails to the airline to process group vouchers.
• Review client feedback from previous years and incorporate learnings when booking future flights

Qualifications

• Experience in travel coordination, airline group bookings, event management, or logistics.
• Strong organizational skills with the ability to manage multiple airline schedules, manifests, and client accounts simultaneously.
• Excellent attention to detail — accuracy in manifests, ticketing, payments, and schedules is essential.
• Strong written and verbal communication skills; able to explain airline policies and procedures clearly to clients and staff.
• Proficiency in Microsoft Office Suite (especially Excel) and comfort with scheduling, travel, or CRM platforms.
• Financial awareness: ability to reconcile payments, monitor bank transactions, and manage airline-related accounts.
• Problem-solving mindset — able to advocate for clients and resolve issues such as delays, cancellations, or lost luggage.
• Flexibility to work evenings, weekends, and travel as needed during peak events and travel seasons.

Airline Department Timeline

Month

Season Focus

Specific Duties

January

Reconcile Previous Winter

Begin Ticketing Spring

Spring Manifests and Ticketing

February

Acquire Fall Southwest

Begin watching JetBlue Winter

Continue Ticketing Spring

Spring Manifests and Ticketing

Spring Name Changes

Spring Check Ins

Booking Fall

March

Operating Spring

Continue Acquiring Fall

Begin Acquiring Winter

Spring Name Changes

Spring Check Ins

Booking Fall

April

Operating Spring

Continue Acquiring Fall

Continue Acquiring Winter

Spring Name Changes

Spring Check Ins

Booking Fall

May

Continue Acquiring Fall

Continue Acquiring Winter

Begin Acquiring next Spring

Booking Fall

Booking Winter

Booking Spring

June

Acquire Winter Southwest

Begin Ticketing Fall

Continue Acquiring Winter

Continue Acquiring Spring

Fall Manifests and Ticketing

Booking Winter

Booking Spring

July

Continue Ticketing Fall

Continue Acquiring Winter

Continue Acquiring Spring

Fall Manifests and Ticketing

Booking Spring

Booking Winter

Booking Spring

August

Operating Fall

Continue Acquiring Winter

Continue Acquiring Spring

Fall Name Changes

Fall Check Ins

Booking Winter

Booking Spring

September

Operating Fall

Continue Acquiring Spring

Fall Name Changes

Fall Check Ins

Booking Spring

October

Ticketing Winter

Continue Acquiring Spring

Winter Manifests and Ticketing

Booking Spring

November

Continue Ticketing Winter

Winter Manifests and Ticketing

December

Operating Winter

Winter Name Changes

Winter Check Ins

Compensation & Benefits

• Competitive salary based on experience
• PTO, Healthcare stipend of $500 per month provided, travel opportunities/benefits
• Opportunities for professional growth in a collaborative, dynamic environment

How to Apply

Send your resume and cover letter to [email protected] with the subject line:

KSA Airline Manager – [Your Name]

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