The company is growing strong, and our Field Services division is looking for a Travel Coordinator. Our ideal candidate is self-motivated and resourceful, with the ambition to complete the job successfully. This position will report directly to the Equipment and Logistics Manager. The Travel Coordinator would work remotely but maintain on-call availability for necessary emergency calls outside of traditional business hours. This is a great opportunity for the right person!

Major Duties & Responsibilities:

We often service forced/emergency outages, which are time sensitive and critical to our business. In the event of a forced/emergency outage, this individual would be responsible for immediately coordinating with the Project Managers and Workforce Planning Manager to confirm the project’s schedule and workforce, then promptly arranging, communicating and documenting all travel/lodging accommodations for employees scheduled to work the emergency outage.

The Field Services Travel Coordinator is also responsible for the following day-to-day aspects:

· Review outage schedule weekly and arrange hotel accommodations as necessary,

· Confirm with hotels and communicate number of rooms in addition to all other travel details,

· Collaborate with the Operations Manager, Project Managers and Workforce Planning Manager to ensure successful operations,

· Update project email with hotel confirmations and Tally Sheet within SharePoint,

· Organize travel sheet in project sites and proper folders within SharePoint,

· Consistently monitor schedules for changes to ensure required coverage,

· Communicate effectively with hotels and other necessary vendors, informing them or changes/checkouts and other necessary vendors.

Education/Skills/Experience:

· 2+ years’ experience as a Travel Coordinator, or in a corporate travel agent role,

· Excellent organizational and time management skills,

· Strong computer skills, versed in Microsoft Office and SharePoint,

· Customer service oriented with a background in operations and logistics,

· Ability to negotiate effectively with external vendors to maintain budget alignment,

· Comfortability completing clerical work in a timely, efficient manner,

· Process driven with evolved critical thinking skills.

Expectations:

· Readily available for work during standard business hours, Monday through Friday, from 7:00 a.m. to 5:00 p.m. to ensure team collaboration and employee support. Providing timely notice for any absences or delay,

· Conducting oneself in a professional and respectful manner, especially when communicating with colleagues and vendors,

· Taking initiative to find the most efficient and cost-effective travel solutions,

· Working cooperatively with managers and employees to understand and fulfill their travel needs,

· Being flexible and able to quickly book emergency travel when unexpected jobs arise.

· All booking details for flights/hotels/rental cars, including dates, names, and locations, must be 100% accurate,

· All travel must be booked with sufficient time to meet job deadlines and avoid rush charges,

· E&L Manager must be copied on any email regarding travel and lodging as well as any significant conversation must be communicated to the field service team in a timely manner, preferably by email,

· All bookings, confirmations, documentation and email correspondence must be clearly labeled & organized by job number and sent to all relevant parties in accordance with Field Service SOPs.