- 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 skilled 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 operational concerns.

o Maintain a high standard of customer service, confidentiality, and professionalism.

I. Customer Invoicing

§ Prepare accurate customer invoices for ground handling, airport charges,

permits, fuel coordination, transportation, accommodation, and other services provided by the company, as applicable.

§ Verify customer invoices against approved quotations, confirmed orders, actual services rendered, and applicable commercial terms.

§ Ensure that invoices include the correct customer details, flight information,

aircraft registration, service descriptions, currency, taxes, and payment terms.

§ Raise invoices promptly after completion of the service or in accordance with the agreed billing schedule.

§ Coordinate with the Accounts Department for invoice approval, issuance, and submission to customers.

§ Send invoices and supporting documents to customers and follow up on invoice acknowledgement where required.

§ Prepare revised invoices or credit notes only after obtaining the necessary approval.

§ Maintain proper records of invoices issued, pending billing, and customer billing queries.

J. Supplier Invoice Verification and Cost Control

- Collect invoices from handling agents, FBOs, airport authorities, and other

service providers.
- Cross-check supplier invoices against the original quotations, purchase orders,

service confirmations, and agreed rates.
- Verify actual charges, taxes, surcharges, parking duration, additional services,

and any supplementary fees.• Identify discrepancies, duplicate charges, incorrect rates, or unsupported expenses and seek clarification from the relevant vendor.
- Coordinate with suppliers to obtain corrected invoices or credit notes where

necessary.
- Ensure that supplier invoices are submitted to the Accounts Department within

the required timelines.
- Maintain accurate records of mission-wise operational costs and supporting

documentation.
- Assist in monitoring costs against quoted amounts and identifying variations that

may aHect profitability.

K. Accounts Receivable and Payable Coordination o Maintain an updated tracker of customer invoices, supplier invoices, due dates,

and payment status.

o Coordinate with the Accounts Department regarding customer collections and supplier payments.

o Follow up on overdue customer invoices and communicate payment updates to management.

o Monitor supplier payment deadlines and highlight urgent payments that could aHect operational continuity.

o Assist in reconciling customer accounts, supplier statements, and mission-

related transactions.

o Maintain supporting documents for payment processing, including quotations,

invoices, receipts, and service confirmations.

o Escalate disputed invoices, overdue receivables, and potential credit issues to the Operation Manager and Accounts Department.

L. Pricing and Profitability Management

§ Obtain and compare fuel prices from multiple suppliers to identify the most commercially attractive options.

§ Calculate selling prices by considering supplier costs, taxes, transaction fees,

currency conversion, payment terms, and applicable service charges.

§ Ensure that quotations meet the company's approved pricing and margin requirements.

§ Monitor gross profit and profitability for individual fuel transactions and customer accounts.

§ Identify opportunities to increase margins through supplier negotiations,

reduced fees, improved credit terms, and increased sales volume.

§ Escalate exceptional pricing requests or transactions below approved margins for management approval

M.



Reporting and Administrative Support

- Prepare daily operational updates, mission summaries, and weekly activity

reports.
- Maintain accurate records of missions, quotations, permits, flight hours,

operational expenses, and vendor invoices.
- Assist with cost tracking, invoice verification, and coordination with the

Accounts Department.
- Support the Operation Manager in preparing operational performance reports

and identifying opportunities for improvement.
- Perform other operational duties assigned by the Operation Manager or

management.
- Prepare database for Handling & Fueling with Supplier details along with their

Charges.
- Qualifications and Experience

§ Bachelor's degree or diploma in Aviation Management, Airport Management,

Logistics, Business Administration, or a related field.

§ Previous experience in aviation operations, air ambulance services, flight dispatch, charter operations, or travel coordination will be an advantage.

§ Knowledge of domestic and international flight operations, aviation documentation, and flight permit procedures is preferred.

§ Familiarity with aircraft operators, handling agents, ground ambulance providers, and aviation service vendors is desirable.

§ Freshers with relevant qualifications and a strong interest in aviation operations may also be considered.

- Required Skills and Competencies o Good written and verbal communication skills in English.

o Strong coordination, planning, and organizational abilities.

o Ability to work under pressure and manage multiple missions simultaneously.

o Good attention to detail and accuracy in documentation.

o Strong problem-solving and follow-up skills.

o Proficiency in Microsoft OHice, email, spreadsheets, and online operational systems.

o Ability to work flexible hours, including weekends, public holidays, and after-

hours shifts, depending on operational requirements.

o Ability to handle confidential patient and client information responsibly.

o A proactive, customer-focused, and team-oriented approach.5. Key Performance Indicators (KPIs)

Performance will be assessed based on the following:

- Mission Coordination: Timely and accurate coordination of assigned missions.

- Permit Management: Timely submission, follow-up, and tracking of required

flight permits and clearances.
- Operational Accuracy: Accuracy of flight schedules, documentation,

itineraries, and mission records.
- Communication: Timely and eHective updates to clients, operators,

management, and other stakeholders.
- Response Time: Prompt handling of operational requests and urgent mission

requirements.
- Vendor Coordination: EHective follow-up with aircraft operators, handling

agents, medical teams, and other service providers.
- Reporting: Timely submission of accurate operational reports and maintenance

of mission files.
- Quotation Conversion Rate: Percentage of fuel quotations converted into

confirmed orders.
- Fuel Cost Competitiveness: Ability to obtain competitive supplier rates and

favourable commercial terms.
- Operational EXiciency: Timely and accurate fuel order confirmation and uplift

coordination.
- Compliance: Adherence to company procedures, confidentiality requirements,

and applicable operational regulations.
- Customer Satisfaction: Professional service delivery and eHective resolution or

escalation of operational issues.
- Teamwork: EHective coordination with colleagues and support for overall

departmental objectives.
- Working Conditions

§ The position involves coordination of time-sensitive domestic and international aviation operations.

§ Flexible working hours may be required depending on mission schedules, time zones, and emergency medical evacuation requirements.

§ The employee may be required to remain reachable during assigned operational shifts and provide handover information to ensure continuity.

§ The role requires frequent communication with stakeholders across diHerent countries and time zones.

- Authority and Reporting The Operation Executive reports directly to the Operation Manager and is responsible for executing assigned operational tasks in accordance with established company procedures.

The employee must promptly escalate safety concerns, regulatory issues, permit delays, major schedule changes, and other critical operational matters to the

Operation Manager. Any operational commitments or decisions beyond the employee's delegated authority must be approved by the appropriate manager.

- Overall Objective To support the safe, eHicient, timely, and cost-eHective execution of air ambulance and medical evacuation missions through eHective operational coordination, regulatory documentation, stakeholder communication, and proactive problem-solving, while maintaining the highest standards of service and confidentiality.

Pay: ₹20,000.00 - ₹30,000.00 per month

Benefits

- Cell phone reimbursement
- Health insurance
- Internet reimbursement
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Operation Executive (Kochi)
🏢 Bluedot Medical Assistance
📍 Kochi