Travel Coordinator

Travel & Mobility Coordinator

Position Summary

The Travel & Mobility Coordinator supports commercial maritime and industrial operations by planning, coordinating, and managing all workforce travel logistics. This role ensures personnel are deployed on time, within budget, and with minimal disruption to project execution.

The position is responsible for end-to-end travel coordination, including booking arrangements, cost control, travel documentation, refund management, and invoicing support.

Key Responsibilities

Workforce Deployment Planning

• Receive, review, and validate travel requests.
• Coordinate personnel assignments and deployment schedules.
• Ensure travel arrangements align with operational and project requirements.

Travel Logistics Coordination

• Arrange and book flights, hotels, ground transportation, and other travel-related services.
• Manage travel itineraries and ensure timely deployment of personnel.
• Coordinate travel changes and resolve scheduling conflicts as needed.

Employee Communication

• Provide travelers with complete travel itineraries, confirmations, and required documentation.
• Communicate travel updates, schedule changes, and logistical information in a timely manner.
• Serve as a point of contact for travel-related inquiries and support.

Cost Control & Budget Compliance

• Execute travel bookings in accordance with company travel policies and budget guidelines.
• Monitor travel expenditures and identify cost-saving opportunities.
• Report budget variances and travel cost concerns to management.

Refund & Credit Management

• Track airline credits, travel refunds, and unused tickets.
• Coordinate recovery and application of travel credits to future bookings.
• Maintain accurate records of refunds and credits.

Project Cost Tracking & Invoicing Support

• Track and document all travel-related expenses by project.
• Prepare travel cost information for invoicing and project accounting.
• Ensure accurate and timely reporting of travel expenditures.

Required Qualifications

• High school diploma or equivalent required.
• 3–5 years of experience in travel coordination, workforce logistics, operations support, or a related field.
• Experience coordinating travel for multiple employees and projects preferred.

Skills & Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Proficiency with Microsoft Excel, Outlook, and other standard business software applications.
• Ability to work independently while collaborating effectively with cross-functional teams.

Work Environment

• Office-based role supporting operational and project teams.
• May require flexibility to address travel changes or urgent scheduling needs outside of standard business hours.