Title: Operations Officer OCC
Location: Dubai, On-site, Shift Pattern
Reporting to: Operations Specialist & Duty Manager OCC (Functional Report)
Building on Swissport's 25+ years of proven ground-handling expertise in executive aviation, PrivatPort's represents our evolution into the future of private aviation services. Under this dedicated brand, we unite our trusted operational excellence with a fresh strategic vision and global growth mindset.
Rooted in Swiss precision and service excellence, PrivatPort delivers smooth and discreet journeys from runway to destination. By combining Swissport’s trusted operational standards with tailored, passenger-focused services, PrivatPort ensures the highest levels of safety, comfort, and efficiency across our global network.
Role Description
The Operations Officer OCC is an entry-to-mid-level operational role within PrivatPort’s Operations Control Centre, responsible for executing defined operational tasks under the guidance of the Operations Specialist and Duty Manager.
The role focuses on the accurate processing of trip support arrangements, ground handling orders, billing data entry, and real-time system updates in the OCC control systems and FBO1.
The Operations Officer plays a vital support function in ensuring each trip file is executed to the required standard and that all operational data remains accurate, complete, and up to date throughout the shift.
Responsibilities
1. Trip Support
- Process assigned trip files accurately and in a timely manner, following the instructions of the Operations Specialist and Duty Manager to ensure all operational elements are in place ahead of each departure.
- Apply for overflight and landing permits on designated routes using approved permit portals and service providers, tracking submission status and following up to obtain approvals within the required lead times.
- Coordinate and confirm fuel uplifts, catering orders, crew HOTAC, and crew transport for assigned flights, verifying all arrangements are secured and documented in the trip file.
- Record client standing instructions, aircraft-specific requirements, and special requests accurately within each trip file, ensuring this information is communicated to the relevant handlers and stations.
- Process schedule changes, slot revisions, routing amendments, and permit updates promptly, notifying all affected parties and updating the trip file and operational systems accordingly.
- Flag any permit delays, refusals, or operational complications to the Operations Specialist or Duty Manager immediately for guidance and escalation.
- Ensure all trip file documentation is complete, accurate, and maintained in accordance with PrivatPort’s SOPs and filing standards throughout the trip lifecycle.
2. Ground Handling Coordination
- Issue Ground Handling Orders (GHOs) for all assigned flight movements, ensuring the correct aircraft type, required services, fuel specification, parking bay, and client preferences are accurately reflected.
- Confirm ground handling arrangements with PrivatPort FBOs, Swissport commercial stations, and third-party handlers at all departure and destination airports prior to each movement.
- Monitor turnaround progress during the shift by maintaining regular contact with station teams, and promptly report any delays, service gaps, or quality concerns to the Operations Specialist.
- Coordinate any special ground service requirements such as VIP reception, customs and immigration facilitation, ramp access, and security arrangements where applicable.
- Capture and log all post-flight ground handling confirmations and any service discrepancies in the operational system, ensuring records are complete and accurate for quality assurance and billing reference.
3. Billing Support
- Record all trip-related costs, services, and fees in the OCC control system promptly upon confirmation, ensuring every billable item is captured accurately and completely within the trip file.
- Cross-check inbound invoices received from stations and ground handlers against the confirmed services recorded in the trip file, identifying any discrepancies and raising them with the Operations Specialist for resolution.
- Assist in compiling consolidated trip cost summaries by accurately aggregating handling charges, trip support fees, fuel uplift costs, and any applicable surcharges to support OCC Dubai’s client invoice preparation.
- Update cost records within the operational system whenever changes occur to services, fees, or surcharges during the trip lifecycle, ensuring the billing data remains current and accurate at all times.
- Ensure no billable service or surcharge is omitted from the trip record and seek clarification from the Operations Specialist or Duty Manager where cost data is unclear or incomplete.
4. System Updates & Data Integrity
- Maintain real-time accuracy of all trips and flight data within the OCC operational control system and FBO1 throughout the shift, updating flight statuses, service confirmations, permit approvals, cost entries, and operational notes as events occur.
- Log all operational activities, key communications, and trip milestones in the system to ensure a complete, chronological, and auditable record is maintained for each assigned flight movement.
- Ensure all amendments to trip files — including schedule changes, service cancellations, routing revisions, and cost updates — are reflected promptly and accurately across all relevant system records.
- Perform routine data quality checks on assigned trip files during the shift to identify and correct any inaccuracies, missing entries, or outdated information.
- Alert the Operations Specialist to any system inconsistencies, data gaps, or technical issues that may affect the accuracy or completeness of operational records. C. Knowledge, Experience & Competencies
Qualifications and Experience
Mandatory
- 2–4 years’ experience in an aviation operation. Candidates with relevant experience in an OCC, FBO, or ground handling environment are given priority.
- Basic understanding of aviation operations including trip support, overflight/landing permits, and ground handling processes.
- Competent user of operational software and data entry systems; ability to learn FBO1, Leon, or equivalent OCC platforms quickly.
- Good written and verbal communication skills with a professional and service-oriented approach to all interactions.
- Strong attention to detail with a disciplined and methodical approach to data entry, record-keeping, and task completion.
Good to have
- Exposure to a 24/7 shift-based operational environment, ideally within an OCC, FBO, airline operations, or ground handling context.
- Basic familiarity with ICAO flight plan formats, ATC procedures, permit categories, and AIS documentation is an advantage, not mandatory.
- Working knowledge Trip scheduling software (e.g., Leon or similar) is an advantage.
- Understanding of business aviation trip logistics including handling, permits, fuel, and crew accommodation.
- General awareness of international aviation regulations (GCAA, ICAO) applicable to executive charter operations.
- Experience with data entry, cost logging, or basic billing support in an operational or administrative role.
- Ability to work effectively as part of a team, follow instructions accurately, and manage multiple tasks simultaneously within a fast-paced operational environment.
Education
Diploma or Bachelor’s Degree. Equivalent vocational training with relevant operational experience will be considered.
