Operation Executive

Job Purpose

The Operation Executive is responsible for coordinating and supporting day-to-day air

ambulance and medical evacuation operations, ensuring the safe, timely, and eHicient

execution of missions. The role involves flight planning coordination, obtaining flight

permits and clearances, coordinating with aircraft operators, hospitals, medical teams,

ground ambulance providers, handling agents, and other relevant stakeholders to

ensure seamless mission execution.

Key Responsibilities

A. Flight Operations and Mission Coordination

Coordinate domestic and international air ambulance and medical evacuation

missions.

Share the Quotes with the sales team.

Monitor flight schedules, aircraft availability, estimated departure and arrival

times, and mission progress.

Coordinate with aircraft operators, flight crews, dispatch teams, and other

operational stakeholders.

Arrange aircraft positioning, technical fuel stops, crew requirements, and

ground support services as required.

Ensure timely communication and updates to clients, management, and

relevant stakeholders throughout the mission.

Monitor operational developments and promptly escalate delays, disruptions, or

other critical issues to the Operation Manager.

B. Ground Handling Coordination

Coordinate ground handling arrangements for domestic and international air

ambulance, medical evacuation, VIP charter, and business aviation flights.

Obtain handling quotations from FBOs, ground handlers, and local service

providers.

Arrange aircraft arrival and departure handling, parking, passenger assistance,

crew services, and other airport-related requirements.

Coordinate with handling agents regarding landing permits, slots, parking

approvals, CIQ (Customs, Immigration, and Quarantine), and other applicable

airport requirements.

Arrange crew transportation, hotel accommodation, catering, and other ground

support services as requested.

Coordinate with aircraft operators and flight crews to confirm handling

requirements and operational schedules.

Monitor flight movements and communicate schedule changes, delays, or

cancellations to the relevant service providers.

Ensure that handling arrangements are confirmed in advance and that the

required services are available at the designated airports.

Resolve handling-related issues promptly and escalate operational concerns to

the Operation Manager.

C. Flight Permits and Regulatory Compliance

§ Coordinate and obtain overflight, landing, departure, parking, and other

necessary flight permits and clearances.

§ Liaise with Civil Aviation Authorities (CAAs), airport authorities, ground handlers,

and local aviation representatives.

§ Assist with obtaining landing slots, airport permissions, diplomatic clearances,

and other operational approvals.

§ Verify aircraft, crew, passenger, and medical team documentation required for

mission execution.

§ Maintain accurate records of permits, approvals, clearances, and operational

correspondence.

§ Ensure compliance with applicable aviation regulations, company procedures,

and country-specific operational requirements.

D. Medical Evacuation Coordination

o Coordinate with Sales Team, Case Managers and Medical Team.

o Arrange ground ambulance Tarmac Access.

o Coordinate medical team positioning, patient transfer schedules, and required

medical equipment arrangements.

o Handle sensitive medical and passenger information confidentially and

professionally.o Ensure that all stakeholders receive timely updates regarding patient transfer

arrangements and mission progress.

E. Aircraft Operator and Vendor Coordination

Liaise with aircraft operators, charter providers, handling agents, fuel suppliers,

and other aviation service providers.

Obtain and compare aircraft availability, quotations, operating details, and

estimated flight times.

Arrange and Coordinate ground handling, refuelling, catering, crew

accommodation, transportation, and other support services.

Follow up with vendors to ensure timely confirmation of services and

operational arrangements.

Maintain updated records of vendor contacts, service providers, rates, and

operational requirements.

F. Flight Planning and Documentation

§ Assist in preparing operational itineraries, flight schedules, routing details, and

mission plans.

§ Coordinate route planning, estimated flying times, fuel requirements, technical

stops, and airport feasibility with the relevant operator or flight crew.

§ Collect and verify operational documents, including aircraft registration,

airworthiness documents, insurance, crew licences, and other required

paperwork, as applicable.

§ Prepare and maintain mission files, operational checklists, flight status reports,

and post-mission documentation.

§ Ensure that all relevant documents and approvals are available before mission

commencement.

G. Aviation Fuel Coordination

Coordinate aviation fuel requirements for air ambulance, business aviation,

charter, and other aircraft operations.

Obtain competitive fuel quotations from international and domestic fuel

suppliers.

Arrange and confirm fuel availability at designated airports and FBOs.

Coordinate fuel orders, releases, and uplift confirmations with suppliers,

operators, and handling agents.

Verify fuel grades, quantities, airport details, pricing, applicable taxes, and other

charges before confirming orders.

Monitor fuel delivery and uplift status and resolve discrepancies or operational

issues promptly.

Ensure timely fuel arrangements for urgent medical evacuation missions and

other time-critical flights.

H. Client Communication and Service Delivery

o Maintain professional communication with clients, brokers, hospitals, and

partner organizations.

o Provide timely updates on aircraft availability, permit status, flight schedules,

and operational progress.

o Support the preparation and follow-up of operational quotations and service

confirmations.

o Respond promptly to client enquiries and coordinate with the relevant

departments to resolve operation