Job Description

Client Services Event Coordinator

Reports to: Client Services Manager

Who We Are

At Vaerus Aviation, we exist to serve people through aviation and connect them to what matters. Our clients own aircraft because of the people that matter to them—to be face to face, to make memories, and to stay connected. That means every detail of each trip matters. This role is about more than simply moving planes on a schedule—it’s about organizing complex travel in a way that feels seamless, personal, and dependable.

About the Role

We are seeking the right professional to join our Client Services team as a  Client Services Event Coordinator . This position mirrors the precision of event planning: every trip is a moving event with multiple players, intricate timing, and countless details. You will be responsible for ensuring that each client’s travel is flawlessly coordinated from start to finish, with the same care and attention that goes into managing a successful event.

Your Focus

• Coordinate and manage client flight itineraries with attention to every detail.
• Organize multiple trips and travel legs simultaneously, ensuring accuracy in timing and logistics.
• Arrange and oversee all supporting details, including catering, ground transportation, and client requests.
• Track client preferences and ensure they are consistently applied across all trips.
• Communicate clearly and proactively with clients, flight crews, and internal teams.
• Anticipate changes, adapt plans quickly, and maintain poise under pressure.
• Support the company mission of  professionals serving professionals  by delivering a smooth and intentional client experience.

Qualifications

The ideal candidate will possess the following:

• Background in event coordination, project management, hospitality, or client services.
• Strong organizational skills with the ability to manage multiple timelines and priorities.
• Excellent communication skills, both written and verbal.
• Detail-oriented, proactive, and resourceful in solving problems.
• Ability to thrive in a fast-paced environment and remain calm under pressure.
• Flexibility to support travel schedules that may require evening, weekend, or holiday work.

Compensation & Benefits

• Health, Dental, and Vision Insurance (Blue Cross with $500 deductible).
• 401K Retirement Plan with up to 6% matching.
• Paid Vacation & Flexible Schedule.
• Employee Assistance Program.
• Long-Term Disability Coverage.
• Cell Phone Reimbursement.
• Relocation Assistance up to $15,000 (through Greater Topeka Partnership).
• FAA Pilot Certificate Co-op Program.
• Bonus Opportunities.

Why Vaerus?

This is not a traditional scheduling job. Each trip is an event in itself, with dozens of details that must come together perfectly. If you enjoy planning, thrive on organization, and love the challenge of making complex timelines flow smoothly, this role is built for you.

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