Travel & Licensing Coordinator

Position Summary

Hays Electrical Services is seeking a Travel & Licensing Coordinator to manage company travel arrangements and support electrical contractor licensing and permitting across multiple states and municipalities. This role requires someone highly organized, dependable, and resourceful, able to manage competing deadlines, exercise sound judgment, and communicate confidently with employees, vendors, and government agencies. Experience with corporate travel, licensing/permitting, construction, electrical contracting, property or housing coordination, or administrative operations is a plus; prior experience in both Travel and Licensing is not required.

Travel Responsibilities

• Coordinate and book employee business travel, including airfare, hotels, rental vehicles, and ground transportation.
• Monitor the Travel inbox and manage new requests, changes, cancellations, and time-sensitive travel needs.
• Coordinate onboarding, project-related, and other company travel.
• Assist with temporary and extended-stay housing, including hotels, apartments, and other accommodations.
• Track housing dates, extensions, lease terms, move-ins, move-outs, and project-related housing needs.
• Maintain accurate travel confirmations, itineraries, receipts, and supporting documentation.
• Assist with travel invoices, credits, refunds, reconciliation, and expense documentation.
• Communicate company travel and housing policies and ensure requests are handled within established guidelines.
• Work directly with airlines, hotels, rental car companies, property managers, and other vendors to resolve issues.
• Assist travelers with disruptions or emergencies and identify solutions quickly while remaining cost-conscious.

Licensing & Permitting Responsibilities

• Assist with obtaining and maintaining electrical contractor licenses, business licenses, registrations, and permits across multiple states and municipalities.
• Prepare and submit applications, renewals, registrations, and required supporting documentation.
• Track expiration and renewal dates and proactively address upcoming deadlines.
• Communicate directly with state licensing boards, municipalities, permitting offices, and other government agencies.
• Research licensing, registration, and permitting requirements for new jurisdictions and projects.
• Follow up consistently on pending applications and work through delays, missing requirements, or other issues.
• Coordinate with internal departments to obtain required signatures, insurance certificates, corporate documents, financial information, and other supporting materials.
• Maintain accurate and organized records of licenses, permits, applications, fees, correspondence, and supporting documentation.

Schedule & After-Hours Expectations

The Travel function operates 24/7, so this position requires some after-hours availability. Nights, weekends, and holidays are reserved for emergencies only — routine travel requests, bookings, licensing work, and administrative responsibilities are handled during normal business hours.
The person in this role must be able to respond when a legitimate travel emergency occurs after hours, such as a flight cancellation, stranded traveler, hotel issue, transportation issue, or other unexpected disruption requiring immediate assistance.

What We're Looking For

We need someone who is highly organized, dependable, responsive, resourceful, and persistent, with strong follow-through and attention to detail. This person should be able to:

• Manage multiple priorities and deadlines simultaneously.
• Work independently and take ownership of assigned responsibilities without requiring constant direction.
• Exercise good judgment and know when an issue needs to be escalated.
• Communicate professionally and confidently with employees at all levels, vendors, and government agencies.
• Be comfortable picking up the phone and following up until an issue is resolved.
• Handle confidential employee and company information appropriately.
• Follow and consistently apply established company policies.
• Remain calm and solution-oriented when dealing with urgent travel situations or last-minute changes.
• Be comfortable working in a fast-paced environment where priorities can change quickly.

Preferred Experience

Experience with corporate travel, licensing/permitting, construction, electrical contracting, property/housing coordination, or administrative operations is a plus. Experience in both Travel and Licensing is not required.