Operations Support Coordinator (80-100)

Band

Level 4

Job Description Summary

Location : Basel Switzerland

The Operations Support Coordinator is responsible for the efficient planning and coordination of flight reservations optimizing aircraft utilization and schedules and serving as the primary point of contact with Novartis booking agents and the external service provider to ensure timely confirmations changes and accurate execution of all flight planning activities in alignment with JAPAT policies and processes delivering a consistent customer-centric service experience through clear proactive communication.

Job Description

Key Responsibilities :

Plan prioritize and coordinate flight reservations across available aircraft to optimize utilization in close collaboration with the external service provider and flight crew. Support on-call coverage as needed.

Act as the day-to-day focal point for Novartis booking agents managing inquiries confirmations changes and cancellations via the designated booking tool ensuring data accuracy and timely communication. Use standardized communication templates and proactively manage stakeholder templates.

Validate flight request details and feasibility (slots permits crew duty limits turnarounds MEL / CDL impacts etc.) with the vendor escalating constraints and proposing viable alternatives to maintain operational efficiency and compliance.

Support policy adherence by tracking deviations related to booking planning or operational processes; document issues and collaborating with the Supervisor and vendor on corrective actions.

Coordinate routine communications and handovers between departments (e.g. Flight Operations Maintenance Compliance) to ensure aircraft availability aligns with reservations and operational constraints.

Contribute to vendor performance follow-up by providing operational data points.

Contribute to continuous improvement by updating SOPs and templates; identify and communicate opportunities for automation and process standardization across booking and planning workflows.

Assist with administrative tasks connected to the OPS Support domain.

Essential Requirements :

Experience in the aviation industry preferably in operations planning dispatch or ground operations coordination.

Strong planning and scheduling skills with high attention to detail and data accuracy.

Excellent written and verbal communication (proficiency in English); adapt at managing multiple stakeholders.

Proficiency with booking and scheduling tools; ability to learn JAPAT systems and workflows quickly.

Collaborative mindset and problem-solving skills; able to manage changes under time pressure.

Flight Dispatch License or equivalent planning / ops certification preferred.

Strong customer-service mindset with proven ability to manage expectations de-escalate issues and communicate clearly under time pressure.

Commitment to Diversity & Inclusion :

Novartis is committed to building an outstanding inclusive work environment and diverse teams representative of the patients and communities we serve.

Accessibility and accommodation :

Novartis is committed to working with and providing reasonable accommodation to all individuals. If because of a medical condition or disability you need a reasonable accommodation for any part of the recruitment process or in order to receive more detailed information about the essential functions of a position please send an e-mail to and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Skills Desired

Required Experience :

IC

Key Skills

Foreign Office,Analysis,Banking Operations,Corporate Finance,Manual Testing

Employment Type : Full-Time

Experience : years

Vacancy : 1