Travel Labor Logistics Coordinator

Job Description

Job Description

The Logistics Coordinator is responsible for coordinating the travel, lodging, transportation, and deployment logistics of employees assigned to temporary job sites across multiple locations. This position serves as a key connection between field employees, operations, project management, hotels, transportation providers, and other vendors to ensure workers arrive at the correct location safely, on time, and prepared for their assignments.

The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing rapidly changing priorities in a fast-paced travel labor environment.

Key Responsibilities

Employee Travel & Deployment

• Coordinate employee travel to and from job sites, including flights, rental vehicles, company vehicles, and other transportation.
• Arrange and manage hotel and extended-stay accommodations for traveling employees.
• Develop travel and deployment plans based on project start dates, staffing requirements, and employee availability.
• Coordinate employee transfers between projects and return travel when assignments are completed.

Lodging & Transportation

• Research and secure lodging that meets company requirements for cost, location, availability, and employee needs.
• Maintain relationships with hotels, rental car companies, airlines, and transportation vendors.
• Manage reservations, extensions, cancellations, room changes, and checkouts.
• Coordinate rental vehicles and other transportation based on project and crew requirements.
• Resolve issues involving reservations, billing, transportation, or accommodations.

Logistics Tracking & Documentation

• Maintain accurate records of employee locations, travel schedules, hotel assignments, vehicles, and project deployments.
• Track travel and lodging expenses and ensure documentation is submitted accurately.
• Maintain organized records of confirmations, receipts, invoices, and vendor information.
• Monitor upcoming arrivals, departures, reservation expirations, and project transitions.
• Assist with reconciling hotel, rental vehicle, and other logistics-related invoices.

Communication & Coordination

• Coordinate closely with Operations, Recruiting, Payroll, Project Management, and field leadership.
• Communicate changes quickly when project schedules, staffing needs, or travel arrangements change.
• Serve as a primary point of contact for travel or lodging issues.
• Escalate significant logistical, employee, safety, or cost concerns to management when appropriate.

Cost Management

• Seek cost-effective travel and lodging options while maintaining operational requirements.
• Monitor travel, hotel, vehicle, and transportation expenses.
• Identify opportunities to reduce unnecessary costs, cancellation fees, unused reservations, and other avoidable expenses.
• Follow company approval procedures for travel and logistics expenditures.

Operational Support

• Support rapid deployment of crews for new and emergency projects.
• Assist Operations with workforce movement and resource planning.
• Maintain readiness to coordinate last-minute travel arrangements when business needs change.
• Participate in after-hours or weekend logistics coordination when required by active projects or emergency deployments.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience in logistics, dispatching, travel coordination, staffing, transportation, hospitality, or operations preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects, reservations, and deadlines simultaneously.
• Strong problem-solving skills and ability to remain effective when plans change unexpectedly.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, and related business systems.
• Experience working with hotels, airlines, rental car companies, or travel booking platforms is beneficial.
• Ability to handle confidential employee and company information appropriately.

Key Competencies

• Organization and attention to detail
• Urgency and responsiveness
• Problem-solving
• Clear communication
• Customer service
• Cost awareness
• Accountability
• Adaptability
• Team collaboration
• Ability to perform under pressure

Work Environment

This position operates in a fast-paced environment supporting employees traveling to job sites in multiple geographic locations. Work schedules may occasionally include evenings, weekends, or after-hours communication depending on project schedules, emergency deployments, weather events, and employee travel needs.

Performance Expectations

Success in this position is measured by the Logistics Coordinator's ability to deploy employees accurately and on time, maintain reliable lodging and transportation arrangements, communicate effectively with employees and operations teams, maintain accurate logistics records, control travel-related costs, and quickly resolve issues that could disrupt project staffing or operations.