Travel Coordinator

Ingenuity Group is hiring a Travel Coordinator to manage travel and lodging for a large team of consultants supporting an Epic go-live. You'll own the logistics that get the team on site on time, keep them housed and supported through go-live, and get everyone home when the engagement ends. Much of the work comes in waves, with large groups arriving and departing within a few days and schedules that change on short notice. This role is a good fit for someone who stays organized at high volume and calm when plans shift. Key Responsibilities Mass Arrival & Departure Planning: Coordinate flights and ground transportation for large consultant waves. Stagger arrivals so onboarding, badging, and training start on schedule, and manage departures as consultants roll off. Lodging & Hotel Blocks: Secure and manage group hotel blocks near the client site. Maintain rooming lists, handle check-in and check-out changes, and extend or release rooms as the roster changes. Roster & Itinerary Tracking: Keep a live travel roster tied to the activation schedule, showing who is arriving, when, where they're staying, and which shift or department they cover. Send clear itineraries to consultants and project leadership. Schedule Changes: Rebook quickly when start dates move, shifts are extended, or consultants are added or released mid-engagement. Disruption Support: Monitor flight status and weather during arrival and departure windows. Handle cancellations, delays, and missed connections in real time, including outside normal business hours when needed. Policy & Budget Compliance: Make sure bookings follow client and company travel policy, per diem guidelines, and lodging caps. Flag exceptions before they happen. Expense Reconciliation: Track travel costs against the activation budget, reconcile vendor and hotel invoices, resolve billing discrepancies, and prepare expense reports in the company's expense platform (e.g., Expensify). Consultant Communication: Be the main point of contact for consultant travel questions, and coordinate closely with the command center and staffing leadership. Qualifications 1–3 years of experience in corporate travel, group travel, or event coordination Hands-on experience with online booking tools and expense management platforms Strong Excel / Google Sheets skills for managing large rosters and tracking costs Ability to track many travelers and changing plans at once without losing detail Clear written and verbal communication Availability for early mornings, evenings, and weekends during arrival and departure windows Preferred Experience with Expensify Experience coordinating travel for EHR go-lives, healthcare IT projects, or other large on-site deployments Experience negotiating and managing group hotel blocks Duration 2–3 months, with immediate start Location Remote (Central or Eastern Time Zone) Open to being done in a part time capacity. #J-18808-Ljbffr Ingenuity Group