Travel Coordinator USA

Company Overview:
Join our dynamic team at [Company Name], a leader in [industry/sector], where we are committed to delivering exceptional service and support to our technicians and project teams. We are seeking a motivated and detail-oriented Travel Coordinator to ensure seamless travel coordination and accommodation arrangements.

Purpose of Role:
The Travel Coordinator is responsible for managing all travel logistics for technicians and project teams. This includes booking and amending travel and accommodation arrangements, handling refunds and cancellations, and providing emergency travel support. The Travel Coordinator plays a crucial role in ensuring that our technicians' travel needs are met efficiently and cost-effectively.

Key Responsibilities:

• Travel Coordination:
  • Book all travel and accommodation for technicians using GAS, including flights, rental cars, and other transportation.
  • Align travel arrangements with technician rotations to ensure adherence to project timelines.
  • Research and recommend the best travel options to enhance efficiency and minimize costs.
  • Manage refunds and cancellations and ensure compliance with company policies.
  • Adjust travel plans due to last-minute changes or errors.
• Accommodation Management:
  • Book and amend accommodation for technicians during training or project assignments.
  • Resolve issues with bookings or lodging, collaborating with internal stakeholders.
  • Ensure that accommodations meet the needs of technicians while troubleshooting any concerns.
• Administrative and Financial Support:
  • Forward incorrectly linked invoices to the Finance Team for resolution.
  • Manage communications regarding deductions from technician salaries.
  • Investigate any incidents involving rental vehicles and assist in necessary follow-ups.
  • Report incorrect or missing technician data to HR and TRMs for correction.
• Emergency Travel Assistance:
  • Provide urgent travel support to technicians dealing with last-minute changes.
  • Create new travel plans swiftly in response to unplanned events or disruptions.

• Achieve booking accuracy with minimal changes or errors.
• Maintain timely responses to travel-related issues.
• Demonstrate cost efficiency in travel arrangements.
• Ensure stakeholder satisfaction from technicians and project managers.
• Resolve financial discrepancies promptly.

Requirements
Qualifications:

• Experience: Previous experience in travel coordination or administrative support, preferably in a technical or construction environment.
• Knowledge: Familiarity with travel planning and booking systems, as well as basic compliance regulations related to travel.
• Skills: Strong organizational abilities, excellent communication skills (both written and verbal), and problem-solving capabilities. Strong PC skills, with proficiency in MS Office, especially Excel & Project. Excellent communication and interpersonal skills to effectively interact with all levels of internal and external personnel. Function with little supervision. Be an effective team player.

Functional Competencies:

• Effective travel and logistics coordination.
• Financial administration skills, including managing invoices and refunds.
• Compliance awareness in handling personal data and financial records.
• Strong decision-making skills in high-pressure situations.

Behavioral Competencies:

• Attention to detail in all tasks.
• Adaptability to changing circumstances and needs.
• Customer-focused attitude to ensure a smooth travel experience.
• Effective communication with team members and stakeholders.
• High energy, self-motivated, service-oriented and ethical with a high degree of integrity

Growth Opportunities:
This role offers potential for advancement to positions such as Project Coordinator, providing valuable insights into logistics management and cross-department collaboration.

Empowerment:
The Travel Coordinator will have the authority to make travel arrangements, provide emergency support, and collaborate with finance and HR teams to manage discrepancies effectively.

Working Conditions and Environment:
Must pass pre-employment background check and drug test

Must be able to work independently.

Must be able to move around the office up to 20% of the time to make copies, fax, file, etc.

This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. This position must be able to inspect and

observe information on a computer screen at least 80% of the time.

This position requires prolonged periods of sitting at a desk and working on a computer.

This position requires constant communication and exchange of information with the Company’s employees, clients, vendors and/or contractors.

Must be able to lift up to 25 pounds.

Must be a citizen of this country or possess a valid work permit.

This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. The employee is expected to adhere to all company policies.

Global Wind Service is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

Details
Published:

Jun 11, 2024

Location:

Carrollton, Texas, United States

Category:

logistics

Department:

Project Coordinators

Experience:

mid_level