Flight Operations & Procurement Specialist
We’re looking for a detail-oriented, commercially minded Flight Operations & Procurement Specialist to improve how we plan, purchase, and manage flights across our programs.
Location: Philippines/Malaysia
Position Type: Full Time
Responsibilities
Coordinate flight requirements
Consolidate requirements from program teams into a forward-looking flight booking plan.
Maintain a central tracker covering routes, passenger numbers, quotes, seat holds, deposits, ticketing deadlines, and booking status.
Identify opportunities to combine demand across programs and reduce duplicated work.
Flag missing information, approaching deadlines, and booking risks early.
Source flights and manage suppliers
Obtain and compare quotes from airlines, travel agencies, and consolidators.
Evaluate total cost and suitability, including baggage, connections, payment terms, change fees, cancellation conditions, and refund rules.
Negotiate competitive fares and practical group-booking terms within agreed approval limits.
Recommend when to book directly and when to use a specialist partner.
Build dependable supplier relationships and monitor service quality.
Deliver accurate bookings and responsive service
Coordinate passenger information, booking confirmations, ticket issuance, and itinerary updates.
Verify names, dates, airports, baggage allowances, and other critical details before ticketing.
Keep program teams and, where required, clients informed of options, deadlines, and changes.
Coordinate booking changes, cancellations, refunds, and disruption support with suppliers and internal teams.
Escalate urgent issues promptly and provide clear handovers for unresolved cases.
Build a more scalable operation
Create practical booking checklists, templates, and standard operating procedures.
Maintain accurate records of payments, booking commitments, credits, and outstanding refunds.
Report on flight spend, booking accuracy, service issues, and improvement opportunities.
Handle passenger information securely and follow company data-handling procedures.
Document processes that future flight operations team members can use.
Requirements
1–3 years of relevant experience in flight reservations, airline ticketing, a travel agency, a flight consolidator, or travel/event operations with substantial flight-booking responsibility. Candidates with more experience are welcome.
Strong written and spoken English, including the ability to communicate clearly with international clients and suppliers.
Excellent attention to detail and the ability to manage multiple deadlines without sacrificing accuracy.
A strong customer-service mindset and calm, practical communication when plans change.
Commercial judgment: you can compare options, question costs, and recognize when a low fare creates greater operational risk.
Confidence using spreadsheets and shared tracking tools.
Initiative, accountability, and an interest in improving processes, not just completing transactions.
Helpful, but not essential
Experience with group bookings, student travel, or multi-country itineraries.
Familiarity with fare rules, ticket changes, refunds, and airline reservation systems or GDS platforms.
Experience negotiating with airlines, agencies, or consolidators.
What Success Looks Like
Program teams have one reliable view of flight requirements, booking status, and deadlines.
Bookings are accurate, timely, and supported by clear records.
Purchasing decisions demonstrate value across cost, flexibility, and traveler experience.
Clients and internal teams receive proactive updates rather than having to chase.
Changes, disruptions, and refunds are tracked through to resolution.
Processes become easier to repeat and scale as volume grows.
Growth opportunity
As the function develops, there may be opportunities to take on greater supplier ownership, support direct client bookings, and help recruit and train a flight operations team.
Initial scope: Flights only. Rail and other travel products are outside this role’s initial remit.