Summary/Objective

The Travel Coordinator position manages the work and resource scheduling for the entire Onsite Team which includes internal need coordination/communication, client availability coordination/communication, and resource logistics. Resource Logistics includes team availability (i.e. PTO request handling/approval), resource coordination, decision making around the best travel mechanisms that balance client need with cost effectiveness, and scheduling of all travel accommodations (e.g. hotels, vans, rental cars, airfare, and equipment shipping). They work with multiple departments to ensure the Onsite Technical team can address client needs efficiently and effectively.

Compensation $48,000-$50,000

Essential Functions

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Plan, schedule, and coordinate the success of various simultaneous onsite requests and needs while working closely with multiple internal teams and clients, including, but not limited to, existing client projects, internal service enhancements, and emergencies.
• Act as a liaison between clients, onsite technical resources, and various stakeholders involved in an onsite request.
• Determine onsite resource needs to meet the needs of onsite requests in an efficient and timely manner with input from various stakeholders.
• Preparing and updating onsite plans, timelines, itineraries, and schedules for onsite requests.
• Utilize BankOnIT travel booking platforms to books travel accommodations for all onsite team members.
• Monitoring daily progress of ongoing onsite tasks to keep workflow on track and adjusting plans, schedules, and travel arrangements as needed.
• Monitor real-time events and multi-task between various concurrent activities.
• Coordinate onsite team member availability including PTO requests and unexpected outages with scheduling needs.
• Work with leadership, tools, and Accounting to help drive efficiency and most effective resource utilization.
• Involve senior management on more sensitive or complex problems.
• Facilitate the maintenance and upkeep of the company vehicle fleet, including, but not limited to, tracking needed maintenance, scheduling maintenance and repairs, and vehicle inspections.
• Perform related work as required.

Competencies

• Internal/External Communication Proficiency
• Organization and Time Management
• Detail-oriented
• High Personal Accountability
• Problem Solving and Analytical Skills
• Proactive Initiative
• Maintains a Positive Attitude
• Team Player
• Sound Decision Making
• Ability to Work Independently
• Time Management

Supervisory Responsibility

This position has no direct supervisory responsibility.

Work Environment

This job operates in a professional office environment (both internally / externally) and occasionally travels in an automobile (or possibly an airplane). This role routinely uses standard office equipment such as computers, phones, scanners, and copy machines. This role occasionally operates a company motor vehicle.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit for long periods of time; stand; walk; use hands to type, handle or feel; and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. Hours of work and days are variable, but typically Monday through Friday 800 a.m. to 500 p.m. The Onsite Coordinator is expected to be on call at any time to assist with necessary communication, scheduling, and coordination for emergency onsite requests. Occasional evening and weekend work may be required as job duties demand.

Travel

Infrequent travel is expected for this position.

Required Education And Experience

• Advanced capabilities to provide verbal and written communications with both internal and external stakeholders.
• Strong organizational and multitasking skills with high attention to detail.
• At least one year of logistics, operations, or employee management work experience.

Preferred Education And Experience

• One or more years of project or employee management work experience.
• Familiarity with digital scheduling tools and fleet management software.
• Bachelor’s (or higher) degree in business, logistics, operations, or a related field.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change, with or without notice.