Smart Ideas for Hiring Contract Scheduler/Dispatchers

Business aviation operators that are looking for solutions to workforce challenges often rely on contractors to provide scheduler/dispatcher services. Unfortunately, finding experienced scheduler/dispatchers with the right skill sets is not always easy. NBAA’s seasoned industry professionals offered tips on finding contractors who will be the right fit for your operation.

“I look first at their experience, because you’re leaving them a big responsibility,” said NBAA Schedulers and Dispatchers Committee Chair Lisa Borrayo, sales manager at Prime Trip Support. “I want a problem-solving mentality, someone who tries to find a solution and not someone who panics or just freezes.”

Contract schedulers/dispatchers should be savvy enough to cope with a variety of operational problems, said NBAA member Leigh Ann Beckett, CAM. Beckett, who has hired many contractors during her career, looks for those who can simultaneously handle trip details like hotels, rental cars and other ground transportation while juggling “a massive number of schedule changes from day to day.”

Not everyone is up to that kind of challenge, Beckett said, because sometimes it means staying up all night changing a flight plan for a trip taking place on the other side of the world, including cancelling permits and obtaining new ones.

Ask for Specific Skill Requirements

Avoid problems by being clear from the beginning about what specific skills you are looking for. For example, some contractors may just be trained to answer phones. “I had to be clear that I was looking for someone with international skills that would work when they were on the shift, someone who knew their stuff and could problem solve,” said Beckett.

If you’re hiring contractors through a service provider, it’s important to make sure they know what questions to ask potential contractors to ensure a good fit. “A new person coming into dispatching could find it overwhelming,” Borrayo said, “especially when a company flies internationally.”

Scheduling flights to some regions can be more complex than others, Borrayo said. “I used to be a scheduler once for a handling company in Mexico. It became challenging when it came to securing in country permits or helping crews with random ramp inspections,” she said. “A lot of the Mexican airports were staffed with military personnel who did not understand some of the aviation rules and regulations.”

Another key question: Are you hiring a contractor who would be required to work onsite? If so, that could pose additional problems. “It could be harder to find a contractor who’s going to travel to be in the office with you,” Beckett said. “Most of them are working remotely.”

Beware: Demand Is Strong

Hiring managers are also facing a highly competitive job market. Demand for contract dispatchers is now “bigger than ever,” said Lindsay Dyer, CAM, Owner/CEO of LD Aviation Services. “Flight departments are leaner, with tighter margins these days.

“Companies won’t compromise safety or customer service, but they can’t always justify another full-time person,” she said. Dyer, an NBAA member who spent a decade of her career as a contract dispatcher before launching her own business, now pairs contract dispatchers with companies in need.

“A dispatcher is the nerve center between pilots and maintenance schedulers, passengers and regulators,” she said. “We make the trip go off without a hitch.”

Use Your Network and Collaborate

Ensuring you can quickly locate and hire a contract dispatcher often means building, maintaining and leveraging a strong network of professionals. Borrayo finds available contractors with the right skills by asking her network direct questions such as: “Do you know any dispatchers who may be available to work specific shifts?”

Some dispatchers believe the industry should be more open to business aircraft operators collaborating with each other.

“I’ve always thought it was odd that more of us don’t team up to offer reciprocal coverage,” said NBAA member Jen Melvin, CAM, a dispatcher at Raven Aviation. “I would think that if you found a colleague that you have a good rapport with and have similar department structures that you could cover for one another on a contract basis as long as both companies were open to letting their dispatcher ‘moonlight.’ That feels like a winning scenario for everyone.”

Find Candidates Who Know the Software

Ask potential contractors which scheduling software they’re familiar with.

Although the various types are similar in many ways, there will still be a learning curve for any new contractor who must work while using a scheduling software they’ve never worked with before.

“This hurdle might not be a showstopper, but it is a concern,” said Borrayo.

The NBAA Schedulers & Dispatchers Conference is a great place to build relationships with other business aviation professionals. The next edition of this event will take place March 24-26, 2026, in Cleveland, OH.