Aviation Coordinator
BH-332997
Posted: 15/04/2026
- Competitive
- Spain Madrid
- Contract
-
Oil & Gas
JOB TITLE
Aviation Coordinator
REPORTS TO
Logistics Team Leader (functionally and project)
SCOPE OF THE POSITION
Coordinate air operations for the transportation of personnel and cargo.
Coordinate transportation of all personnel from the identified mobilisation point to the worksite.
Ensure compliance with established procedures, legislation, and health and safety guidelines for aviation operations.
Ensure that appropriate flight manifests are created in the system.
Coordinate with relevant authorities to arrange emergency evacuations or night flights when required.
DUTIES AND RESPONSIBILITIES
General
Provide daily updates to line management on air operations.
Implement, follow up, and control logistics systems used for aviation operations (e.g. Kabal, DaVinci).
Act as the focal point for air operations for the project, coordinating planning and execution to ensure safety, effectiveness, and efficient use of air assets.
Prepare final personnel mobilisation and logistics close‑out reports.
Develop air cargo shipping instructions when required.
Coordinate inbound flights with aviation contractors.
Pre‑Travel
Communicate with contractor representatives to verify personnel identities for boarding and disembarkation.
Verify that all passengers comply with company requirements prior to boarding.
Monitor compliance with flight schedules and preparation of flight logs.
Ensure compliance with airport and customs procedures.
Look‑Ahead Planning and Daily Scheduling
Monitor adherence to flight timetables and operational logs.
Transfer Execution
Coordinate passenger and cargo lists, including boarding priorities, with relevant user areas.
Develop personnel mobilisation and boarding instructions.
Maintain close communication with flight operations representatives at departure and destination points.
Notify aviation service providers of scheduled flight plans and coordinate pilot and crew schedules.
Prepare outbound flight manifests and distribute them in a timely manner to ensure flight readiness.
Coordinate airport arrival dates and times with contractor and in‑house personnel.
Check and record the condition of passenger survival suits, gloves, hats, and flight suits prior to departure.
Supervise cargo loading activities.
Personnel Tracking
Supervise passenger and luggage reception and logging.
Supervise air safety briefings and ensure they are properly logged.
Report incidents to the Logistics Team Leader and aviation service providers.
Accommodation
Provide coordination support at accommodation facilities to ensure protocols are followed by crews.
Maintain and update POB (Persons on Board) planning, ensuring a rolling 14‑day look‑ahead is accurate.
Continuous Improvement
Prepare lessons learned and identify opportunities for improvement related to aviation operations, logistics monitoring, control, and optimisation.
EDUCATION / QUALIFICATIONS
Required
Experience in personnel logistics.
Experience working as an Aviation Coordinator.
Knowledge of aviation logistics systems (e.g. Kabal).
Desired
Technical studies in aviation.
Relevant offshore or aviation certifications (e.g. offshore radio operator).
EXPERIENCE AND KNOWLEDGE
Minimum of 1 year experience, preferably more than 3 years, as an Aviation Coordinator on offshore projects.
Experience working in multidisciplinary teams and international environments.
REQUIRED BEHAVIOURS AND SKILLS
Strong knowledge of aviation logistics discipline and operational systems.
Ability to work independently and provide recommendations on local and regional matters.
Effective planning, organisation, and prioritisation skills.
Strong teamwork, communication, attention to detail, and problem‑solving skills.
Ability to guide less‑senior staff with minimal supervision.
Health, Safety, and Environment (HSE)
Ensure compliance with regulations and company procedures.
Identify and mitigate risks to people and the environment.
Proactively seek continuous improvement in HSE performance.
Stop work that may pose a risk to people or the environment.
Share lessons learned to improve HSE performance.
LOCATION
Willingness to change locations, including extended assignments across multiple project sites.
WORK SCHEDULE
Monday to Friday. Weekend and night work may be required on an exceptional basis.
LANGUAGE
Fluent in Spanish and English, both written and spoken.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.
Aviation Coordinator
REPORTS TO
Logistics Team Leader (functionally and project)
SCOPE OF THE POSITION
Coordinate air operations for the transportation of personnel and cargo.
Coordinate transportation of all personnel from the identified mobilisation point to the worksite.
Ensure compliance with established procedures, legislation, and health and safety guidelines for aviation operations.
Ensure that appropriate flight manifests are created in the system.
Coordinate with relevant authorities to arrange emergency evacuations or night flights when required.
DUTIES AND RESPONSIBILITIES
General
Provide daily updates to line management on air operations.
Implement, follow up, and control logistics systems used for aviation operations (e.g. Kabal, DaVinci).
Act as the focal point for air operations for the project, coordinating planning and execution to ensure safety, effectiveness, and efficient use of air assets.
Prepare final personnel mobilisation and logistics close‑out reports.
Develop air cargo shipping instructions when required.
Coordinate inbound flights with aviation contractors.
Pre‑Travel
Communicate with contractor representatives to verify personnel identities for boarding and disembarkation.
Verify that all passengers comply with company requirements prior to boarding.
Monitor compliance with flight schedules and preparation of flight logs.
Ensure compliance with airport and customs procedures.
Look‑Ahead Planning and Daily Scheduling
Monitor adherence to flight timetables and operational logs.
Transfer Execution
Coordinate passenger and cargo lists, including boarding priorities, with relevant user areas.
Develop personnel mobilisation and boarding instructions.
Maintain close communication with flight operations representatives at departure and destination points.
Notify aviation service providers of scheduled flight plans and coordinate pilot and crew schedules.
Prepare outbound flight manifests and distribute them in a timely manner to ensure flight readiness.
Coordinate airport arrival dates and times with contractor and in‑house personnel.
Check and record the condition of passenger survival suits, gloves, hats, and flight suits prior to departure.
Supervise cargo loading activities.
Personnel Tracking
Supervise passenger and luggage reception and logging.
Supervise air safety briefings and ensure they are properly logged.
Report incidents to the Logistics Team Leader and aviation service providers.
Accommodation
Provide coordination support at accommodation facilities to ensure protocols are followed by crews.
Maintain and update POB (Persons on Board) planning, ensuring a rolling 14‑day look‑ahead is accurate.
Continuous Improvement
Prepare lessons learned and identify opportunities for improvement related to aviation operations, logistics monitoring, control, and optimisation.
EDUCATION / QUALIFICATIONS
Required
Experience in personnel logistics.
Experience working as an Aviation Coordinator.
Knowledge of aviation logistics systems (e.g. Kabal).
Desired
Technical studies in aviation.
Relevant offshore or aviation certifications (e.g. offshore radio operator).
EXPERIENCE AND KNOWLEDGE
Minimum of 1 year experience, preferably more than 3 years, as an Aviation Coordinator on offshore projects.
Experience working in multidisciplinary teams and international environments.
REQUIRED BEHAVIOURS AND SKILLS
Strong knowledge of aviation logistics discipline and operational systems.
Ability to work independently and provide recommendations on local and regional matters.
Effective planning, organisation, and prioritisation skills.
Strong teamwork, communication, attention to detail, and problem‑solving skills.
Ability to guide less‑senior staff with minimal supervision.
Health, Safety, and Environment (HSE)
Ensure compliance with regulations and company procedures.
Identify and mitigate risks to people and the environment.
Proactively seek continuous improvement in HSE performance.
Stop work that may pose a risk to people or the environment.
Share lessons learned to improve HSE performance.
LOCATION
Willingness to change locations, including extended assignments across multiple project sites.
WORK SCHEDULE
Monday to Friday. Weekend and night work may be required on an exceptional basis.
LANGUAGE
Fluent in Spanish and English, both written and spoken.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.